How to Write a Bid Proposal (Free Template Included)

A winning bid proposal is a tool that will help your trade business grow and win larger jobs. It's your chance to make a strong impression and stand out. A compelling bid proposal needs to hit all the required information, as well as prove why your business is a better choice than the competition. 

Get started with a free, editable bid proposal template!

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1. What is a bid proposal?
2. How to write a winning bid proposal
3. Elements of a bid proposal
4. Why a strong bid proposal matters
5. Following up
6. Free bid proposal template

1. What is a bid proposal?

So, you've spotted a job your business is perfect for. For bigger jobs, a customer will likely shop around first, checking out businesses that can complete the job to a high standard within their budget. A bid proposal is a document that shows why your trade business is the best for the job.

In your bid proposal, you’ll answer key questions to show how your services, skills, and experience make you the best fit for their project. Your bid should clearly outline details like pricing, scope of work, and timelines, to show the client how you’ll deliver results. Keep in mind, that you’ll likely be up against other businesses, so a well-written proposal that highlights your strengths and stands out can make all the difference in securing the job!

2. How to write a winning bid proposal

To create a strong bid, ensure your submission is clear, compelling, and comprehensive. There's no one-size-fits-all here, it’s crucial to tailor each proposal to meet the client’s specific needs. Focus on nailing these three elements:

• Your skills: List the qualifications, experience, people and equipment you have access to to complete the job. 
• Understanding your client needs: Show you're ready to take on the job by breaking down exactly how you'd tackle each step. 
• Your value: What's unique about your business? This could be experience completing similar jobs, unique qualifications or the number of staff on call. 

3. Elements of a bid proposal

Do your research before you write your bid proposal. Something as simple as addressing the bid proposal to the right person can make all the difference and show you are detail-oriented and competent. 

• Your information: Make sure your business details are correct!
• Job name: Ensure the project title is correct, either by referencing the job title or clearly defining it by the company name - description of the job. 
• Scope of work and key deliverables: Outline project details and your unique approach.
• Pricing and payment schedule: Be transparent about costs and payment milestones.
• Terms and conditions: Specify any variables that could impact timelines or budgets as well as any T&C's crucial for your business.
• Timeline: Provide a realistic start and end date.
• Signature fields: Signing on the dotted line shows your commitment to the job and gives the customer the opportunity to commit.

4. Why a strong bid proposal matters

A well-crafted bid proposal can do more than present your services; it can build trust, clarify expectations, and set you apart from the competition. Here are some key benefits of a strong bid proposal:

• Trust: A detailed, transparent proposal signals professionalism and reliability. When clients see that you understand their needs and have a clear plan, they’re more likely to feel confident choosing you.
• Clarity: By outlining your scope of work, timeline, and pricing, you help prevent miscommunication and set clear expectations, reducing the risk of misunderstandings and scope creep.
• Success: Research indicates that well-structured proposals significantly enhance the likelihood of securing contracts. Organisations with a clearly defined proposal process report an average win rate of 48%, compared to 40% for those without such a process.

5. Following up

Submitting a bid proposal isn’t the last step. Following up can be a key factor in winning the job, as it demonstrates your interest, professionalism, and commitment to the client’s project. A timely follow-up can also serve as a gentle reminder, showing that you’re proactive and organised.

Here are some tips on how to follow up without being too pushy:

• Send a Polite Email Reminder: A few days after submitting the proposal, send a brief, courteous email to confirm that the client has received it and to offer any additional information.
• Offer to Answer Questions: This can reassure the client that you’re open to discussing the proposal further and willing to address any specific concerns they may have.

The follow-up is an opportunity to strengthen the impression your proposal made, potentially increasing your chances of success.

6. Free bid proposal template

Ready to start bidding? Our free Bid Proposal Template covers all the essentials for a successful bid, while offering you the flexibility to personalise it to fit your needs.

Start your bid proposal now!

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