Tips for Proposal Communication

During my time at Qwilr, I’ve seen THOUSANDS of proposals. Here are 4 proposal plays that the best sellers use to close deals: #1 Lead With Problems Start your proposal by articulating your prospects' problems, ideally in their own words. Using quotes from relevant stakeholders within their organisation will grab your buyers’ attention and show you understand their problems. This immediately demonstrates that this isn’t just a generic pitch – you actually understand them and are focused on their specific issues. Doing this also puts decision-makers in somewhat of a tricky situation. They must either… 1. Disregard the opinions of their team as incorrect 2. Acknowledge they’re facing a problem, but decide not to look for a solution 3. Look for a solution (which you are providing in the rest of your proposal) Most (good) leaders will opt for the latter and will read on to better understand your offering. #2 It's Easy to Digest You MUST ensure your proposal is clear, straightforward and easy to understand. Remember, the folks who will be reviewing your proposal are incredibly busy and don’t have time to decipher endless information, searching for what is relevant for them. If your offer is easy to understand, it’s easier to say yes to. Avoid dense walls of text, and use images, graphics and interactive elements to simplify complex ideas. Always steer away from jargon. While it might showcase a level of expertise, you have to keep in mind that it’s likely a number of people will review your proposal. You need to make sure that EVERYONE will buy in. #3 Make It Relevant Buyers want to know that you’ve helped organisations that look like them, or the type of organisation that they aspire to be. Making sure that your proposal speaks to your buyers’ industry, needs, challenges and objectives will increase the likelihood of engagement Build your case by including concrete data and case studies that resonate with your client’s situation. CAUTION: It can be tempting to litter your proposal with logos and quotations from your “biggest” clients. You should not (always) do this! Instead, focus on featuring logos of similar companies or aspirational peers, not just massive brands. Remember, just because a company is “big” to you, that doesn’t mean your client will care. They want to know you can help THEM! #4 Keep Next Steps Simple It’s essential that you break down your proposal into clear, actionable steps – giving your client a roadmap on how to proceed and what will happen when they sign. You should also educate your champion on how to position the proposal to the buying committee, arming them to sell internally. Meet with them and go through your proposal, asking what needs to be removed and added (for other stakeholders) and how they plan to share it more widely. Want to send proposals that impress buyers and close deals? Try Qwilr for free at https://getqwilr.com

I’ve scored more than 40 RFP submissions in the last 90 days (media buying and/or marketing and comms.) Seriously, this is the stack and it’s about ½ of what I've read. From that- I've come up with a checklist that will stop you from writing an incomplete proposal and take you into finalist status. 1. Check. The. Boxes. Mirror the RFP structure the organization has put out and answer every prompt. If we ask for goals in your case studies, give them. Are creative examples required? Put them in. 2. Social media impressions aren’t outcomes. Stop with the vanity metrics. We need to understand if you make things HAPPEN. Show business impact: leads, lift, conversion, cost per result, CTR. 3. Prove you understand the problem. Understand the brand and the challenge before you start to write your response. Then summarize the brand challenge in their language. Bonus points for adding 1–2 data points that will direct the organization towards success. 4. Use relevant proof. Parallel case studies beat “your greatest hits” every time. I've seen the EXACT SAME examples in three of the RFP's I've scored lately- you don't know who is reading your work and may have seen your other responses. 5. Name the actual doers. Who is leading strategy, buying, creative, reporting? Don't just send a stack of resumes. And be realistic. Don't name your president when you know that appearance will be rare. 6. Methodology > vibes. If you’re “now doing buys” and not just a PR or content work company anymore OR if you're a traditional broadcast company at heart- show your process, not just results. 7. Don’t just say what you do, show how you do it. “Statewide reach” is a claim. What’s the plan that gets you there? 8. Create a Table of Contents that matches the RFP sections. And then add anything else to the TOC that you feel is important. This way you address everything we're asking for + share your bonus information on why you’re the one to do the job. 9. Put Quality Assurance into this team process like your life depends on it. Double-check. And then check again. No leftover text from another proposal. Ever. I unfortunately have seen it. If you’re writing an RFP response anytime soon: save this. Want a 1-page RFP response template? Comment “RFP” and I’ll share it. I hope this was helpful!

"This looks great, can you send us a proposal?" I used to get SO EXCITED hearing this as an AE ($$$$$!!!) Then I'd send over a 12 page proposal, because more information = easier yes. And then that proposal went to die in someone's inbox. Because it looked like work and nobody’s got time for that. Now when I work with sales teams, here's what we change: 1. Stop treating proposals like closing documents Conversations close deals, not PDFs. The proposal should just summarize what you've already agreed on. If you're using your proposal to convince someone, you’re skipping steps. 2. Do not send a menu Just show exactly what this customer needs, with maybe ONE other option. Make it scannable The people you care about skim for three things: what they get, what it costs, what happens next. 3. Put features/benefits in their language Instead of "Advanced analytics," try "Run monthly reporting in 30 minutes (reduced from 8 hours)” 4. Include the implementation plan Show them exactly what happens in the first 4-8 weeks. Be realistic about what you can do, and what they will need to do. Most deals stall because buyers can't visualize the path forward or it’s not believable. 5. Build it together Share the proposal draft on a call before you send it. Get their input. Handle objections in real-time. Show them what they'll achieve, how it will happen, and what they need to do to get started. My clients are doing this in ~30 minutes per proposal. ————————— 👋 Hi, I'm Monica. I help B2B SaaS founders grow revenue from $1-$10M ARR. If this is you, send me a DM. 

You know that sinking feeling… Someone interrupts your carefully prepared presentation with “But what about...?” and raises a point you never considered. Everyone is looking at you, and you feel the weight of the world on your shoulders. In that moment, the idea or solution you’ve been presenting weighs in the balance. Address the resistance well, and your idea will likely be adopted with even more optimism than before. Address it poorly, and your idea is as good as gone. Here’s a quick overview of my “RAP” formula that you can use in these moments to turn blindside objections into “aha” moments. 1. R: Recognize the type of resistance you’re facing: - Logical resistance (conflicting data or reasoning) - Emotional resistance (values or identity challenges) - Practical resistance (implementation concerns) 2. A: Address it proactively in your presentation: - For logical resistance: Acknowledge competing viewpoints before they’re raised. "Some might point to last quarter’s numbers as evidence against this approach. Here’s why that perspective is incomplete..." - For emotional resistance: Connect your idea to their existing values. "This initiative actually strengthens our commitment to customer-first thinking by..." - For practical resistance: Demonstrate you’ve considered the real-world constraints. "I know this requires significant change. Here’s our phased implementation plan that accounts for..." 3. P: Provide a path forward that transforms resistance into alignment: - Give them space to voice concerns (but in a structured way) - Incorporate their perspective into the solution - Show how addressing their resistance actually strengthens the outcome The most powerful thing you can say in a presentation isn’t "trust me", it’s "I understand your concerns." When you genuinely see resistance as valuable feedback rather than an obstacle, you’ll find your ideas gaining traction where they previously stalled. #CommunicationSkills #BusinessCommunication #PresentationSkills

Crafting the perfect corporate training proposal. A Deep dive into proposal components Writing proposals is a chore. What to include? what not to include? Having written hundreds of them, here's what I include and why: 1. Executive Summary: ↳ Think movie trailer, not dry summary. Captivate with the vision, not just the facts. 2. What We Heard: ↳ Mirror their language, not yours. Show you've listened, by reflecting their words, not just their needs. 3. The Opportunity: ↳ This isn't just a gap to fill. It's a launching pad for their potential. Highlight the transformation, not just the transaction. 4. Consultation Service: ↳ Position this as a partnership, not a service. Emphasise collaboration, not just consultation. 5. Approach and Methodology: ↳ Innovate, don't regurgitate. Present methodologies that are as unique as their challenges. 6. Project Roadmap: ↳ This is the journey, not just the route. Make it visual, engaging, and clear. 7. Investment: ↳ Transparency builds trust. It's not just about costs; it's about value creation 8. Terms: ↳ Make this easy to say 'yes' to. Simplify legal jargon into clear commitments. 9. The Team: ↳ Sell the dream team. Highlight unique strengths and past successes as a cohesive unit, not just individual CVs. 10. Case Studies/Testimonials: ↳ Show, don't tell. Use stories of transformation and success that resonate with their specific context. Each section of your proposal should not just inform but also engage and inspire. Think beyond the conventional and inject each part with a strategy that shows you're not just a provider, but a partner in their success. What are your top tips for great proposals? #ProgrammeBuilder #OfferActivator #BusinessDevelopment #LearningAndDevelopment #TrainingAndDevelopment #Facilitation #Workshops

Gearing up to secure funding for your research project? OR Applying for your PhD and need a Proposal? Crafting a compelling research proposal is your ticket to making a strong impression. Here's my detailed guide to help you put your best foot forward: 1. Start with a Strong Introduction: Your introduction is your chance to grab attention. Clearly state the problem your research aims to solve and why it matters. Think of it as your elevator pitch – concise, engaging, and to the point. 2. Define Your Objectives: Outline your research goals and objectives. What do you hope to achieve? Make sure they’re SMART (Specific, Measurable, Achievable, Relevant, Time-bound). This helps funders understand the impact of your work. 3. Conduct a Literature Review: Show you’ve done your homework. Summarize the current state of research in your field and highlight gaps your project will fill. This demonstrates your knowledge and the necessity of your research. 4. Describe Your Methodology: Detail your research design and methods. Explain how you’ll collect and analyze data, and why you’ve chosen these methods. Be clear and thorough – funders need to see you have a solid plan. 5. Highlight Your Team : Introduce your research team and their expertise. Showcase previous work and successes to build credibility. Funders invest in people as much as they do in ideas. 6. Present a Realistic Budget: Break down your budget, explaining how funds will be allocated. Be transparent and realistic. Justify your expenses by linking them to your research activities and goals. 7. Outline the Impact: Discuss the potential impact of your research. Who will benefit and how? Highlight the broader implications and the value it will bring to the field, community, or society. 8. Include a Timeline: Provide a detailed timeline for your project. This shows you’ve planned your research carefully and can manage time effectively. Include key milestones and deliverables. 9. Proofread and Peer Review: Before submission, proofread your proposal meticulously. Consider having colleagues review it for clarity and coherence. Fresh eyes can catch errors you might miss. 10. Tailor to the Funder: Finally, customize your proposal to align with the specific interests and guidelines of the funding body. Show you’ve done your research on them too, and explain why your project is a perfect fit. Remember, a well-crafted proposal is not just about presenting your research. It's about telling a compelling story that convinces funders of its value and feasibility. Good luck, and happy writing! #ResearchFunding #GrantWriting #AcademicResearch #ResearchProposals #HigherEducation #FundingSuccess #ResearchTips #researchers #phd

Here's the easiest way to get your proposals viewed on Upwork. Most freelancers don’t have a job problem — they have a proposal problem. They write long, generic messages. They copy-paste the same cover letter for every job. They still start their cover letters with: “I am excited to apply for the position of…” 😩 They forget this simple truth: You're talking to a human. Your proposal is your first impression. If it doesn't speak to the client’s exact pain point, it gets ignored especially on Upwork where the client only sees the first few lines of your cover letter as a preview but will have to click on "See More" to read the rest of your proposal. Now you have to make those first few lines captivating enough to make the client want to see more. How? 🔹 Start with a hook. Speak directly to their struggle — restate their exact problem. “You’re juggling too many priorities, missed deadlines, and a backlog of to-dos. It’s distracting you from growing your business. I can help you clear your plate.” 🔹 Show you read the job post. Mention something specific. Build instant trust. “You mentioned needing someone great with Trello and Zoom scheduling — I use both daily.” 🔹 Sell results, not skills. What outcomes have you delivered before? “In my last role, I saved the CEO 10+ hours weekly by restructuring their workflow.” 🔹 End with a CTA + a question. Make it easy to say yes. “Happy to hop on a quick chat if you’d like to explore further. What time are you available today?” 🔹 Insert clickable links to your work samples in the body of your proposal. Many clients won't download attachments, but they will click a link. Give them a fast route to see your value. 🔹 Use a P.S. — yes, seriously. Most people read P.S. sections first. Use it to reinforce your message. Show you’ve done extra research. “P.S. I visited your site @yourwebsite.com and noticed you’re planning an outreach campaign in November. I’d love to help make it a success. Reply with a few details, and I’ll bring a draft plan to our call.” Here's the final gem: Don’t just rush to be the first to apply. Be the one with the most compelling proposal. If your hook is strong and your message is clear, you’ll get noticed — even if you’re the 20th person to apply. 🔁 Found this helpful? Repost to help a brother or sister trying to crack Upwork. Which of these tips are you already using? Let me know in the comments. #Upwork #Freelancing #ProposalWriting #RemoteWork #VirtualAssistant

After analyzing why companies lose deals that they SHOULD be closing One pattern kept appearing consistently... They were sending proposals via email. and then losing the deal. Here's what actually happens when you email a proposal: You lose the narrative. The prospect reads it alone, makes assumptions, and creates objections you'll never hear. You handed them full control and walked away from the conversation when it mattered most. Fix it by presenting proposals live. Walk through your strategy. Handle objections in real time. Get buy-in before you leave the call. Here's the framework: 👉🏾Call 1: Discovery. Identify the problem. Schedule the next call before you hang up. 👉🏾Call 2: Strategy Presentation. Present the proposal live. Don't just send it. Walk them through it, collaborate, and ask what's missing. 👉🏾Call 3: Close. Handle final objections. Get commitment. After training over 1,000 companies on sales, this shift is the biggest contributor to higher close rates. Live presentations convert 2–3X higher than email proposals. Stop sending proposals and hoping prospects close themselves. Build them a custom strategy and schedule multiple calls until the only logical next step is to close. Agree? ---- Hi! I'm Cindy Dodd⚡️ I'm a B2B Marketing & Lead Generation Expert. Follow me for tips & advice on scaling, lead generation, and getting your team's pipelines filled with dream prospects ✨

12 phrases that stall your BD momentum, and the small shifts that build trust instead. The words we choose in conversations matter. A lot. Harvard research shows people form first impressions within 7 seconds. That’s before they’ve heard your pitch. Sound too scripted or self-serving? You lose them before you start. But with a few small changes, you can turn transactional language into relationship accelerators. Because when you sound helpful instead of pushy, people lean in. Here are 12 common phrases to rethink: ❌ “Just checking in” ✅ “Had an idea I thought you might like” → Sparks curiosity over obligation. ❌ “Let me know if you need anything” ✅ “What’s your top challenge right now?” → Opens dialogue instead of ending it. ❌ “Do you have any upcoming projects?” ✅ “Where are you focused this quarter?” → Uncovers strategic priorities. ❌ “Want me to send over a proposal?” ✅ “Would it help if I mapped out a few options?” → Positions you as advisor, not vendor. ❌ “When would you like to hop on a call?” ✅ “Could we carve out 20 mins to explore ideas together?” → Frames the call as valuable. ❌ “Are you the decision-maker?” ✅ “Who else should we loop in to get aligned?” → Builds partnership, not pressure. ❌ “Do you have budget for this?” ✅ “How are you thinking about investing in this area?” → Starts a strategy conversation. ❌ “Let’s circle back soon” ✅ “Should I send something to keep this moving?” → Offers value, not vagueness. ❌ “Just following up” ✅ “I saw this and thought of you—it might be useful” → Gives instead of grabs. ❌ “Can I give you a quick quote?” ✅ “Would it help to see what a solution might look like?” → Focuses on outcomes, not numbers. ❌ “Touching base” ✅ “What’s shifted since we last talked?” → Respects context and timing. ❌ “Let me know if you want to work together” ✅ “When you’re ready, I’d love to collaborate on this” → Leaves the door open—graciously. The goal? Sound like a strategic partner. Not a seller. When clients trust you, they don't just say yes. They champion your work. 📌Follow Mo Bunnell for client-growth strategies  that don’t feel like selling.

In 2017, I was in Tokyo presenting to a client. My translator kept saying "the client agrees" after every point I made. Great meeting, I thought. At lunch, my colleague: "They hate everything. You're about to lose the deal." "But the translator said they agreed." "In Japanese business culture, direct disagreement is rude. 'I agree' means 'I acknowledge.' Watch their body language." Afternoon session, I watched: • Arms crossed at timeline mention • Looking down at budget discussion • 15+ second silences after technical details They were politely waiting for me to stop talking. I changed approach. Instead of: "17 security controls, 90-day timeline, $2.1M budget." I asked: "What concerns you most?" Long pause. "Our board expects results in 45 days, not 90." "What budget feels appropriate?" "Your price is 3x our estimate." "Which controls matter most?" "We need 6 of the 17." That conversation saved the deal. New proposal: 6 controls, 45 days, $800K. Contract signed same week. Communication isn't what you say. It's what they hear. I was: • Talking instead of listening • Assuming agreement instead of reading signals • Presenting my solution instead of understanding their problem In security: Before: "Deploy these 47 patches immediately." After: "What's your biggest concern about these vulnerabilities?" Before: "Here's our zero trust architecture." After: "Which part of your network worries you most?" Same expertise. Different approach. Try this: Before your next recommendation: 1. Ask what concerns them most 2. Listen 15+ seconds after they finish 3. Watch body language (crossed arms = resistance) 4. Confirm understanding before proposing Your communication style: A) Talker - Present solutions quickly B) Listener - Ask questions first C) Hybrid - Situational D) Learning - Still figuring out Comment A, B, C, or D. #Communication #Leadership #CyberSecurity #CrossCultural