Proposal Letter: How to Write (with Sample Letter)

A proposal letter is a written offer from an individual, a group of people or from an organization to another to propose something. This is a way of communication that creates an opportunity for a person or an organization to interact well and get offers for business opportunity.

When writing this letter, one has to be keen and accurate on the proposal so that they can get the opportunity they are asking for. It is therefore important to consider using a proposal letter sample when writing to get the right guidelines on how to write it.

What to include in a proposal letter

Format the Letter

Write on your letterhead, which contains all your contact information. This is centered at the top.

If you do not have a letterhead, type your name and address in the right upper corner.

Type the recipients’ address.

Type in the date just below the recipients address

Put in the reference on what you are proposing.

Address the Recipient

Begin the letter by a formal greeting using the proper title of the recipient. The proper title include Mr. , Mrs. Or Miss. Start the greetings with a colon, that is to say that your greetings should start with something like, “Dear Mrs. Jakes”.

Provide Background Details

Background details are given in the first paragraph. This is especially done if you are writing in reference of a previous meeting that was held. Make sure you quote the date you held the meeting.

State Your Purpose

State the goal of this letter and the request that you are passing forward make sure that your details are clear for the recipient to understand. Include the terms that govern your proposal. Request a follow up from the recipient in the last paragraph of the body of your letter.

Close the Letter

Do this by thanking the person for his consideration. Encourage them to contact you if they have further questions.

Attach Documentation

Remember to attach any form of documentation that supports your proposal. Denote these enclosures by typing “enclosures” on the left side beneath your signature and list the enclosures.

Sample Proposal Letter

CWF Investment CompanyJames Parker

Managing Director

London, United Kingdom

January – 7 – 2022

Mrs. Carol Seth

Hope for Life School

4375 Foothill Road


Re: Proposal on Expansion Of Admin Block And Set Up Of Library

Dear Mrs. Smith,

This is in response to our meeting that was held in December 11 2021.

After sitting down with my team, we have come up with a proposal that will help the school in achieving its goals.

After our analysis we came up with a step-by-step process that will help in investment program towards expanding the school administration block as well as setting up a library that will give the students an opportunity to study in a good environment.

This school being a school that is volunteering towards helping the less fortunate in the society, our proposal is that my team, your school management team and the sponsors should organize a meeting very soon to discuss on the process of achieving these two important


In the meeting that will be scheduled, these are the proposed agendas that will be discussed:

  1. Budget of the building

We already have a budget of all that is needed to achieve this goal and will present it to you immediately you request for it.

  1. The best area to set the buildings

This is of course within the school compound, but we have to strategize on the best area so that we don’t distract the daily activities of the


  1. The best time to start

All the members involved for conveniences purposes will agree this to make sure that all the parties involved will be able to participate.

Feel free to call me anytime for further questions. My team is looking forward to working with you towards making the society a better place to live in.

Please get back to me on what you think about the meeting.

Thanking you

Yours sincerely,

James parker

For CWF Investment Company.