How to Write a Professional Proposal Email (With Examples and Templates)
Professional proposal emails are crucial. Ultimately, they can make the difference between closing a deal or losing it. But how to write a proposal email? This is what we’re going to show you today with a proposal email sample for different cases.
What Is a Proposal Email?
Simply put, a business proposal email is just an email for request submissions that can serve multiple purposes. However, it’s important to keep in mind that you need to know how to write a professional pitch email first. The truth is that it needs to be somewhat formal and contain specific elements to ensure it gets the best results.
Overall speaking, a formal business proposal email needs to include the most important information regarding your client’s needs, what you are offering, and how and when you will deliver it. It should also include the conditions, terms, and the pricing.
5 Main Elements a Sales Proposal Email Needs to Include
If you have never written a business proposal email before, our advice is to start with a sample letter for guidance. One of the things that you should keep in mind is to follow the same email format for all submissions, as it makes the process easier and faster. In addition, there are 5 key elements that your project proposal email template needs to include:
#1: The Opening:
You’re probably wondering how to start such an email. Well, you should start with a friendly and personal tone. This will be a good way to establish a connection with your lead and make them more inclined to read and agree to your offer. You may compliment his business or just mention an interest you both share. This will break the ice.
#2: Summary:
In this part, you need to tell your client that you know and understand his needs and provide him with a solution. Notice that this shouldn’t take you more than 3 or 4 sentences.
#3: State Major Benefits & Features:
Any email for a business proposal wouldn’t be complete without pointing out the different benefits and features your service or product offers. While we are certain that you can go on and on, you should limit the benefits and features to the ones that address the client’s needs. If you just keep adding more and more features, your proposal will be tedious, and it’s more likely that you’ll lose the lead.
#4: Pricing:
When you are looking to understand how to write a proposal mail, the pricing is usually a part that is more difficult to write. However, it is crucial that you include it, since this will let the lead know if your price is realistic for him or not. In case you’re willing to offer different pricing options, this is the time to explain them.
#5: Call to Action:
Before sending a proposal email, you need to always include a call to action. This is the same as saying that you need to tell the lead what to do next if he agrees with your offer. Your call to action may be different depending on your goals. It may be a response to schedule a demo, a meeting, a call to discuss details, or another action.
If you're using a tool like Flowlu, you can create reusable proposal templates and send them directly from your CRM. This saves your time and keeps everything organized.
How to Write a Business Proposal Mail: Step-By-Step
As we already mentioned above, a mail to a client for a business proposal needs to include 5 parts. Let’s consider each part as a step and see real examples for each one:
Step #1: Subject Line:
Just think about what you do when you open your email inbox. You immediately delete emails that you don’t like the subject line of without even opening them. So, why would your leads and clients do things differently from you?
Most people believe the subject line is the most important part of a proposal email. However, if you make your entire bet only on the subject, we can assure you that the result won’t be good either. So, yes, your subject line needs to be straight to the point.
In case you’re looking for a more formal solution, you may opt for something like:
- A new proposal for you
- I have a proposal for you
- Business proposal from [your name/company name]
In case you’re looking for more informal subject lines, you can use something like:
- Are you happy with your current supplier?
- Can we offer you a better deal on a [product/service]?
- Discover how to boost your profits with our business
Step #2: Greetings:
Many people see this part of the email, as many writers look at the blank monitor when they run out of ideas. So, how to write an email sending a proposal beginning?
Before you start, keep in mind that these first couple of sentences are also very important to capture the lead’s attention. This means that you need to start with the right greetings. For example, if you’re writing a formal proposal, you may begin with Dear [lead’s name]. In case you’re going for an informal proposal email, then you can start with Hi [name].
Step #3: Opening Lines & Body:
Your main goal with a business proposal email is to show how awesome your product or service is and describe it until the last detail. But wait. This is something you should avoid. You want to simply show your lead or client that you know his problem and understand it so that you are ready to offer a solution. Make sure that you detail the terms and conditions, as well as the price for your product or service.
In terms of the writing tone, you should look confident, but not too confident. Above all, you should only use an informal tone if you already know the person. Still, it’s preferable to maintain a formal approach.
Step #4: The End
When you’re looking at how to write an email to submit a proposal, you want to ensure that you don’t forget about the end part of your email. Depending on whether you write a more formal or informal email, your tone should continue the same throughout the copy.
Some formal endings you can use include Yours faithfully when you don’t know the name of the person, or Yours sincerely when you do. If you decided on a more informal tone, you may use one of the following:
- With best wishes
- Kind regards
- Sincerely
- I look forward to hearing from you
Step #5: Professional Signature:
While most people believe that the name is enough as a signature, it isn't when it comes to professional email proposals. You want to make sure that your professional signature includes not only your name but also your job title, company name, email address, and phone number.
6 Proposal Email Samples
Even though we showed you how to draft mail for a business proposal, we believe that seeing actual samples of professional business email proposals for different purposes can be a great help.
#1: Business Proposal Email Sample
Subject Line: Tailored Business Proposal from [Your Company Name]
Dear [Name],
It was a pleasure speaking with you earlier this week. I appreciate your time and the opportunity to follow up with a tailored proposal from [Your Company Name].
At [Company Name], we specialize in partnering with forward-thinking businesses like yours to enhance service delivery while driving cost efficiency. Our approach focuses on simplifying your existing processes, accelerating results, and delivering measurable value.
Based on our initial discussion, we believe we can help you reduce your annual service costs by up to 50%, with our solution priced at just [add price].
I’ve attached a detailed proposal for your review. If you have any questions or would like to explore specific aspects further, I’m happy to discuss. Once you're ready, we can move ahead with finalizing the agreement and kicking things off.
Looking forward to your thoughts.
Yours sincerely,
[Your Full Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
#2: Follow-Up Proposal Email Sample
Subject: [Follow-Up] Let’s Revisit Our Proposal for [Recipient Company]
Hi [Recipient],
I hope you're doing well. I wanted to check in on the proposal I shared last week regarding how we can support [Recipient Company] in tackling [specific problem].
We’re excited about the potential to work together and would love the opportunity to explore how our solution can streamline your operations and deliver real results.
If you have any questions, need clarification, or would like to jump on a quick call, just let me know — I’m happy to work around your schedule.
Looking forward to your thoughts.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Contact Info]
#3: Project Proposal Email Sample
Subject line: New Project Proposal to Strengthen Our Partnership – from [Company Name]
Hi [Name],
I hope you're doing well!
It’s been a pleasure working with you over the years — we truly value our long-standing partnership. As part of our ongoing effort to help you cut costs and improve efficiency, we've developed a new business proposal that introduces a fresh approach to how we can collaborate moving forward.
(Insert brief proposal summary or attach the document)
I won’t go into all the details here, but I believe this proposal highlights a real opportunity for mutual benefit. I’d love the chance to walk you through it and answer any questions you might have.
Let me know when would be a good time to connect — I’m happy to work around your schedule.
Best regards,
[Your Name]
[Your Title]
[Company Name]
[Contact Info]
#4: Proposal Email Template to Boss
Subject: Business Proposal for [Idea/Project Name] – Seeking Your Feedback & Approval
Hi [Boss’s Name],
I hope you're doing well.
I wanted to share a new idea/project that I believe could bring measurable value to our team and align closely with our current business goals. After careful research and evaluation, I’m confident that this initiative can enhance efficiency, reduce costs, and drive stronger outcomes across the board.
Here’s a brief overview of the business proposal:
- Objective: [Summarize the main goal]
- Key Benefits: [List 2–3 key advantages]
- Alignment with Goals: [Briefly explain how it supports company/department priorities]
I’ve attached a more detailed proposal outlining the scope, timeline, resources required, and projected results. I’d appreciate your thoughts and, if you're aligned, your approval to move forward with next steps.
Thanks in advance for your time and consideration.
Best regards,
[Your Name]
[Your Position]
#5: Initial Outreach Email Proposal Sample
Subject: Can We Chat About a New Idea?
Dear [Name],
I’ve been working on a new business idea that I believe could help us both reduce costs and enhance the service we provide to our customers.
(Insert your proposed idea here — just a concise summary or a sentence or two.)
If you're interested in exploring it further, just reply to this email and we can schedule a quick call to discuss the details.
Looking forward to hearing your thoughts.
Best regards,
[Your Name]
#6: Request for a Meeting Email Sample
Subject: Meeting Request to Discuss [Project Name] Business Proposal
Dear [Name],
I hope you're doing well.
I wanted to follow up on the business proposal I shared regarding [Project Name]. From our initial conversation, it sounds like there’s a strong alignment between your current needs and the solution we’re offering.
Would you be available for a quick call next week to go over the details and address any questions you may have? I believe a focused discussion will help us determine the best way forward together.
Let me know a time that works best for you — I’ll do my best to accommodate your schedule.
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
[Contact Information]
All of these examples can be easily adapted and managed inside Flowlu, where you can store proposal templates, track client responses, and follow up in one place.
Bottom Line
A business proposal email can either make or break a deal. This is why you want to ensure that you know how to write an email for a project proposal. And if you want to simplify the process, Flowlu helps you build, send, and track proposals without jumping between tools. But even if you don’t want to learn how to draft a business proposal email from scratch, you can simply use our samples above.
You want to make sure that you include the 5 key components: write a good subject line, address the client politely, detail what the client needs and how you can fulfill their needs, the timeline, terms, conditions, and price, and add a call to action, followed by your professional signature. These steps apply to any business proposal email, regardless of industry.
Yes, follow-ups are very important. Unlike what you may think, your follow-up doesn’t need to be long. Just make sure you add value, like asking for a meeting, for example, especially when sending a business proposal where timing can influence the outcome.
You should avoid being too vague, overly detailed, or overly casual, especially if you don’t know the recipient well. Don’t skip the subject line, forget the call to action, or leave out important info like pricing and next steps. Also, you need to make sure to proofread before hitting send.
