How to write a job proposal

Job proposals are an essential part of the job acquisition process, from freelancing individuals all the way up to large businesses. There’s an art to writing an effective job proposal.

Here’s how to write a proposal that actually wins your work without using up hours of your time.

Using templates effectively

Plenty of resources recommend that you use a template for your job proposals. A classical template has some benefits, to be sure.

However, given the number of submissions that the average job receives, most people can spot traditional template proposals from a mile away, so they rarely get opened. Instead, consider using a new, unique type of template.

Rather than relying entirely on a standard template and just swapping out a client’s name, try the PandaDoc proposal tool.

It has over 450+ sample templates available, so you can find a professional, exciting template that meets your business’s needs. With PandaDoc’s integrated suggestions for filling in different portions of the cover letter, you can build and write a proposal in no time without sounding bland or impersonal.

Whether you put out dozens of proposals per month or you’re learning how to write a proposal for the first time, it’s worthwhile to review the essential parts of every job proposal.

Here’s what you need to do to write a deal-closing proposal every time.

Introduce yourself in your business proposal

Like any good letter, a business proposal should start with introductions. This is particularly important if you haven’t worked with the other company before. Your introduction should include your name and your business.

If you’re writing a proposal for a team project, introduce your teammates as well. Include information about any previous meetings with the potential client and your history with their company.


“We at Complex Systems Inc. enjoyed working with you on your previous website. After our planning meeting last month, we have put together a proposed action plan for the next edition of your website and are submitting the proposal for your review.”

Explain how you solve their problem

The next step is to shift your focus to their problem and explain how you will solve it. Their problem is the reason you’re submitting a proposal, after all.

You should also emphasize that you can start immediately if need be. The more specific details you can add that match the job description, the better.


“In January, you reached out with your concerns regarding the speed of your website on mobile devices. By integrating mobile-friendly features and updating the interface to be simpler and more eye-catching, we can increase the time spent on the website across all platforms, generating more leads and clientele. We can begin the project on Monday.”

Describe why you’re the best candidate

Most positions have multiple job seekers, so it’s likely someone else has proposed a similar solution to your own. This section is where you show how and why your company is the best fit for their needs.

You know your own business the best. Include three sentences about the specific selling points that you can provide in the particular job for which you’re writing a proposal. If you’ve completed similar jobs previously, you can also reference them as examples of your results.

Outline your goals

This is where job proposals start to branch out. Every job will have its own needs. Make sure that you include the specific goals you have for the job and the objectives that you’ll undertake to reach those goals. Using bullet points here can keep things tidier.

Example of listing your goals and objectives would be:

“Our goal will be to optimize your website to run equally well on Android, iOS, and PC platforms while increasing the leads generated through your site by 30%. To achieve this goal, we will:

  • Rebuild the website from the foundation to produce a reactive, user-friendly site.
  • Work with your marketing team to incorporate branding and messaging.
  • Improve brand messaging by ensuring the website remains consistent and usable across platforms”.

Describe your process

Most clients like to know exactly how you’ll accomplish your goals and follow your objectives in your new position.

By clearly describing your process, you can reassure them that you have a plan and that they will see the results in a timely fashion.

An essential aspect of describing your process is discussing the budget and how funds will be used. This can be as brief as simply mentioning your bid proposal and the reasoning behind it. You can also note that you are open to discussion regarding the budget if the client has concerns about your process.

Focus on practical details

Finally, discuss the practical details of the contract. If you have an onboarding process, NDAs, or previous work examples, ensure that you attach them to your proposals as a PDF. Forgetting the attachments for a job proposal is considered unprofessional, especially if you reference these attachments within the proposal itself.

Finally, to wrap up the process, including a call to action (CTA) encouraging the client to reach out to you right away.

Provide your contact details, and give the client a date on which you’ll reach out for a follow-up.

How to fill in a job proposal template quickly

There are many moving parts to a contract proposal, and to bring in new customers, you’ll need to submit them regularly. Writing a contract proposal quickly is a valuable skill to learn to keep your business growing, whether you’re a freelancer or an established company.

To write a contract proposal quickly, it helps to have a framework that you can easily fill in. However, you want to keep your submission personalized and relevant to each company, so a standard template may not fit the bill.

PandaDoc’s proposal software can help you create unique proposals every time, in less time.

With helpful prompts and beautiful imagery, the PandaDoc proposal software will guide you through the process of creating professional, thorough job proposals without wasting your day.

It’s the best option to stay ahead and obtain new jobs with ease. You should spend your time working on what really matters; save time by using the right software for the job.