How to Write a Winning Proposal Email: Sending Proposal Email Sample

Sending a proposal email can be daunting. So many variables to consider, so many ways to go wrong. But fear not, dear reader. With the right approach and a little bit of help, you too can master the art of the proposal email.

In this article, we’ve got you covered with some sending proposal email samples that you can use as a starting point. These examples will give you a clear idea of what to include, what to avoid, and most importantly – how to structure your proposal email for maximum impact.

Whether you’re a freelancer, small business owner, or simply looking to make a pitch, the sending proposal email sample will be your secret weapon. You’ll have a head start and a higher chance of success by following these tried and tested templates. Plus, you can always edit them as needed to customize for your specific audience and objective.

So let’s dive into the world of proposal emails and make them work for you. Grab a pen and paper, take some notes, and get ready to write the perfect proposal email that gets results.

Mastering the Art of Sending Proposal Emails

The primary objective of sending proposal emails is to win over potential clients or investors. However, the sad truth is; most of these emails never get opened, let alone read. You can write the world’s best proposal email, but if it goes unnoticed, it becomes meaningless. So, what can you do? Well, having a solid proposal email structure is a good place to start. In this article, we explore the best structure for sending proposal emails.

The subject line matters

As Tim Ferris says, “A great subject line is the gateway to a successful email.” Therefore, invest time in crafting a compelling subject line. Catchy subject lines increase the chances of your email getting opened. Keep it short and precise, not more than ten words. Your subject line should be informative, not misleading.

Start with an opening statement

The opening statement is as essential as the subject line. It sets the tone and creates the first impression. Avoid generic greetings like “Dear Sir/Madam.” Use the recipient’s name and title if possible. A personalized opening statement shows that you have done your homework. It could be a statement of gratitude for the recipient’s time or briefly introducing yourself or your business.

The body of the email

The body of the email is where you showcase your proposal. Structure it in a way that’s easy to read and understand. Avoid lengthy paragraphs as they can be intimidating. Use bullet points where possible to break down your proposal into manageable bits. Keep it concise, but don’t leave out important details. Remember, your goal is to convince the recipient that your proposal is viable and worth considering.


Don’t end your email without a call-to-action. Be clear and direct about what you expect from the recipient. If it’s a call, let them know when you’ll be available. If it’s a meeting, suggest a few dates, and ask for their availability. A well-crafted call-to-action will increase the chances of getting a response.

Close the email professionally

End your email with a professional closing. Avoid the usual “Sincerely” or “Regards.” Instead, use creative closings like “Looking forward to hearing from you” or “Excited to explore this opportunity with you.” Remember to add a signature with your contact information.

In conclusion, crafting a compelling proposal email can be the difference between landing a deal or getting ignored. A good email structure coupled with an excellent subject line and personalized opening statement can significantly increase your chances of success. To paraphrase Tim Ferris, “an email structure is not about being a writer, but being a clear communicator.”

7 Proposal Email Samples for Different Purposes

Proposal for Partnership

Greetings [Partner’s Name],

We are a startup which specializes in developing innovative technologies for various industries, including yours. I came across your company’s profile and were impressed by your mission and achievements. Our team believes that a partnership with your organization would mutually benefit our businesses. With our technical knowledge and your expertise, we could cater to a broader audience and achieve our common goals.

The proposed partnership can revolve around our patent-pending product, which could enhance your existing products’ features and capabilities. We could leverage your marketing and distribution channels to scale our product reach while providing a competitive edge to your offerings. Let’s schedule a call at your earliest convenience to discuss further.

Looking forward to collaborating with your team.

Best Regards,

[Your Name]

Proposal for Business Expansion

Dear [Recipient’s Name],

I hope this email finds you well. Our company has been expanding exponentially, and we are excited to explore new opportunities in your region. As a fellow entrepreneur, I understand the importance of trust and local expertise in such situations. That is why our organization wants to propose a partnership with your business.

We believe that your knowledge and local connections can help us to establish ourselves successfully in a new market. Our expertise in the industry and innovative products can attract potential customers to your business and increase revenue. We are willing to invest and collaborate in this endeavor and are open to various proposals. Let’s discuss the details further on a call or meeting.

Looking forward to your response.


[Your Name]

Proposal for Investment

Hello [Investor’s Name],

I am [Your Name], the founder of [Company Name]. Our organization has developed a revolutionary product that can solve significant industry problems. We have been successful in generating significant interest from customers, but we require additional investment to scale our product and meet the demand.

We want to propose an investment opportunity that could yield substantial returns for you. Our business model and market research have shown that we have enormous potential. We have a diverse and experienced leadership team that can execute the plans efficiently. We would like to schedule a call to provide more details and discuss potential investments from your organization.

Thank you for your time and consideration.


[Your Name]

Proposal for Freelance Work

Dear [Client’s Name],

I hope this email finds you well. I have been following your work for a while and would love to contribute to your organization as a freelancer. My skill set and experience align perfectly with your requirements, and I believe I can add immense value.

As a freelancer, I offer flexibility, quick turnaround times, and adaptability to your requirements. I can contribute to various aspects, such as content creation, project management, market research, and more. Additionally, my rates are competitive, and I offer discounts for repeat customers.

Please let me know if you are interested in collaborating, and we can set up a call or meeting to discuss further.

Thank you for your time and consideration.

Best regards,

[Your Name]

Proposal for Mentorship

Greetings [Mentor’s Name],

I am an aspiring professional, and your achievements and knowledge have always inspired me. I would appreciate the opportunity to learn from you and receive mentorship. I understand that you have numerous other commitments, but I believe that mentorship from you would be invaluable.

I seek guidance regarding [specific aspect you want mentorship for], and I believe that your vast experience and network could contribute immensely. I am willing to adapt to your schedule and requirements and can provide added value to your organization or community.

Please let me know if mentorship from you would be possible or if you have any alternative suggestions. Thank you for considering my proposal, and I look forward to your response.


[Your Name]

Proposal for Sponsorship

Dear [Sponsor’s Name],

I am writing this email in hopes that your organization could sponsor our upcoming event. We are a non-profit organization focused on [Your Organization’s Mission], and our event aims to [Your Event’s Objective].

The event can provide numerous benefits to your organization, such as branding, networking opportunities, and engaging with your target audience. Additionally, we can provide marketing and social media coverage to promote your contribution and partnership with our organization.

We would appreciate any support you can provide, whether it be financial or in-kind. Please let us know if you are willing to participate or if you require further information.

Thank you for considering our proposal.

Best regards,

[Your Name]

Proposal for Advertising Collaboration

Hello [Contact’s Name],

Our organization is interested in collaborating with your platform for targeted advertising. We have been following your platform’s growth, and we believe that our products and services can cater to your audience. We can generate revenue and increase engagement for your platform by providing valuable ads to your customers.

Additionally, we can provide customized ads and promotions that cater to your customers’ interests and preferences. We have a skilled and experienced marketing team that can execute the plan efficiently and provide significant results.

Please let us know if you are interested in collaborating and the next steps required. We are open to various proposals and negotiations.

Thank you for considering our proposal.

Best Regards,

[Your Name]

Tips for Writing a Winning Proposal Email

When it comes to sending proposal emails, there are many things that you need to consider to make sure that your email is effective and wins the attention of your clients. Here are some tips that you can follow to ensure you write a winning proposal email:

Be Clear and Concise

The key to a good proposal email is to be clear and concise. You need to make sure that your email is easy to understand and gets straight to the point. Avoid using complex or technical language and focus on making it easy for your recipient to understand what you are proposing. Use short sentences and paragraphs and make sure that the overall message is clear.

Personalize Your Email

Take the time to personalize your email and show your recipient that you understand their business and their needs. Use their name in your greeting and mention something specific about their company in the first paragraph. This will help you to establish trust and make your email more engaging.

Highlight Benefits

Make sure you highlight the benefits of your proposal and how it will help your client. Use bullets to list out the key benefits and make sure that you are clear about what your proposal includes. Be specific about the outcomes that your proposal will deliver and how it will impact your client’s business positively.

Be Professional and Polite

It is important to be professional and polite in your tone when sending a proposal email. Do not use informal language or be too casual in your approach. Use professional language and address your recipient using their proper title. Avoid using aggressive or pushy language and be polite throughout.

Include a Call to Action

Make sure that you include a call to action in your proposal email. This could be asking your recipient to schedule a call to discuss the proposal further or suggesting a timeline for when you would like to hear back from them. Make sure that your call to action is clear and specific and that you give your recipient a reason to take action.

By following these tips, you can increase the chances of your proposal email being successful and winning new business. Remember to always be clear, professional, and highlight the benefits of your proposal.

FAQs Related to Sending Proposal Email Sample

What is a proposal email?

A proposal email is a message sent to a recipient to suggest a plan or an idea. The email is usually structured as a persuasive business letter format where you aim to convince a prospect or client to take a specific action.

What should I include in my proposal email?

Familiarize yourself with the client’s needs and include a brief introduction, state the problem to be solved, provide a solution, give a unique selling proposition, include pricing, and offer a call to action.

How do I write a catchy subject line for my proposal email?

Keep it short, straightforward and relevant. Use persuasive language or phrase the subject line as a question to intrigue your client and motivate them to open the email.

Should I send my proposal as an attachment or include it in the email body?

It depends on the nature of the proposal. A concise and straightforward proposal with one or two pages should be included in the email body. However, a more detailed proposal should be an attachment to avoid cluttering the email body.

How do I end my proposal email?

End your email with a polite call to action, thank the client for taking the time to read your proposal, and include your contact information.

How many follow-up emails should I send if I don’t get a response?

You should send no more than three follow-up emails spaced out for at least a week each. If you still don’t get a response, it might be best to move on and focus on another prospect.

What is the best time to send a proposal email?

The best time to send a proposal email is during business hours, Tuesday to Thursday. Avoid Monday mornings when people are just getting back to work and Friday afternoons when people are winding down for the weekend.

Thanks for Reading and Happy Proposal Writing!

I hope these samples have given you some inspiration to create the perfect proposal email for your next business venture. Remember to keep your tone professional, concise, and engaging, while highlighting the unique benefits of your project. And always make sure to double-check your grammar and spelling!
Thanks again for reading, and please come back soon for more helpful writing tips and tricks. Happy proposal writing!