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Writing a Technical Proposal That Gets Read, Understood, and Signed
Every proposal writer faces the same challenge: creating an offer that not only gets read but also wins the deal.
Your proposal or technical proposal is one of the most critical parts of your company’s sales process. It will be reviewed by multiple decision-makers and stakeholders, so your goal should be to guide them smoothly through your proposal and clearly communicate your value.
Do you believe that 100% of the proposals your company sends truly reflect your expertise and increase your chances of winning?
While a high-quality proposal doesn’t guarantee success, a poorly written one almost guarantees failure.
Here are seven steps to streamline your proposal writing process and increase your chances of success.
1. Use Predefined Templates
Working on complex, high-priority proposals requires multiple contributors and many moving parts. Gathering the right information at the right time can be a frustrating and time-consuming task.
Solution: Create standardized templates and a shared content library.
- Ensures all documents contain up-to-date and validated content
- Saves time by eliminating redundant work
- Maintains brand consistency across all proposals
By working smarter, you enhance efficiency and present a cohesive brand image in every proposal.
2. Build a Content Library
Most business proposals contain recurring sections with similar messaging. But searching for the latest, most accurate version of that content can be tedious.
A centralized content library that is regularly updated ensures that you:
- Avoid outdated or incorrect information
- Speed up the writing process with ready-to-use content
- Maintain consistency across all proposals
This eliminates errors and improves overall proposal quality.
3. Use Professional Formatting
You put in hard work to craft a compelling proposal—don’t let poor formatting undermine your efforts.
Common formatting issues include:
- Unlabeled tables
- Missing table of contents
- Cluttered design
- Walls of text without bullet points
- Inconsistent margins
Poorly formatted proposals are frustrating to read, and reviewers may move on to the next submission.
Solution: Use a proposal tool with automated, brand-aligned formatting.
- Ensures clear, structured, and visually appealing documents
- Saves time by automating layout adjustments
- Makes your proposal stand out from competitors
4. Collaborate Efficiently
Proposal writing is a collaborative process, often involving multiple teams. However, traditional office tools make it hard to track changes and merge content from different contributors.
Solution: Use a real-time collaborative tool with a shared database.
- Multiple team members can work on the same document simultaneously
- Eliminates versioning conflicts
- Simplifies the final review and submission process
This streamlined workflow eliminates last-minute stress and ensures a polished, well-structured proposal.
5. Focus on the Client’s Needs
Is your proposal focused on your company’s strengths—or your client’s challenges?
A winning proposal isn’t about you. It’s about your client and how your solution impacts their business.
To shift the focus:
- Conduct thorough research on the client’s needs and pain points
- Structure your proposal around how you solve their specific challenges
- Minimize self-promotion and maximize client-centered messaging
Your proposal should speak directly to the client—not just list your capabilities.
6. Be Clear and Concise
When it comes to writing proposals that close deals, clarity is king.
A study analyzing 605 rejected proposals from the National Institute of Health found that 29% were rejected because their descriptions were too vague or unclear.
To stand out from competitors, make sure your proposal:
- Uses short, direct sentences
- Avoids industry jargon and overly technical terms
- Follows a logical structure
- Includes visual aids like charts and diagrams
Pro tip: Evaluators review dozens of proposals. Long, wordy, or unclear documents get skipped.
7. Proofread Before Submitting
Ready to hit "Send"? Wait!
Have you and your team thoroughly reviewed the proposal for errors, inconsistencies, or outdated content?
Your proposal is a reflection of the quality and attention to detail your company offers. Even a single typo can leave a bad impression and cost you the deal.
Solution: Use a proposal tool with built-in quality control to:
- Ensure error-free, polished submissions
- Allow for last-minute adjustments without disrupting formatting
- Leave enough time for final proofreading and approval
A well-reviewed proposal shows professionalism, instills confidence, and increases your chances of winning.
Optimizing Your Proposal Writing Process
The key to crafting the perfect proposal is to continuously improve your process.
By balancing short-term efficiency gains with a long-term strategy, you can refine your proposal management workflow.
Adopting proposal software with a built-in content library will significantly enhance efficiency and quality—helping you win more contracts with less effort.
