How to make your proposal email stand out from the crowd

November 9, 2023
5 min read
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In an era where digital communication is both a blessing and a challenge, mastering the art of a compelling proposal email is non-negotiable. In today's fast-paced business world, attention spans are shrinking and inboxes are overflowing with countless emails vying for attention. Thus, making your proposal email stand out is crucial and requires strategic thinking. Whether you're reaching out to potential investors, clients, or collaborators, your proposal email is often the first impression you make. A compelling proposal email can make the difference between success and being lost in the digital noise.

In this blog post, we'll explore actionable strategies and provide practical examples to help you create a proposal email that captivates your audience.

1. Personalization is Key

The first step to standing out is personalizing your proposal email. Generic, one-size-fits-all messages are easily dismissed.   Personalize your emails by addressing the recipient by name and mentioning specific details relevant to them or their company. It's not just about addressing your recipient by name. Dive into specifics — mention recent achievements or a shared interest. Tailor your email to the recipient's specific needs, challenges, and interests. For instance:

Example 1

"Hi [Recipient's Name],

I recently came across your article on [specific topic] and was impressed by your insights into [highlighted point]. I believe that my proposal for [your product/service] aligns perfectly with your goals of [recipient's goal]."

Example 2

Dear [ Recipient's Name], 

Your commitment to fostering [specific cause] deeply resonates with our mission to [your mission]."

2. Compelling Subject Lines

Your subject line is the gateway to your proposal email. Make it count! It should be concise, intriguing, and relevant. Avoid generic subject lines and opt for something that sparks curiosity or addresses a pain point. For Example:

  • "Transforming Lives: [Your Project Name] Grant Proposal Inside."
  • "Revolutionizing [Recipient's Industry]: Your Solution Inside."  
  •  "Revolutionize Your [Recipient's Company] with [Your Proposal]"
  •  "Unlocking Success: [Your Proposal] Inside"

All these subject lines will ensure your proposal email will be noticed by your recipient because they spark curiosity while addressing a pain point.

3. Clear and Concise Message

Time is of the essence, so get straight to the point. Clearly articulate the purpose, impact and sustainability of your project in your email and the benefits of your proposal. Use short paragraphs and bullet points to enhance readability.

Example 1: "I'm reaching out to you because I have a game-changing solution that can [specific benefit]. Our [product/service] has a proven track record of [achievement], and I believe it can significantly contribute to your [specific goal]." 

Example 2: "Our project, [Project Name], addresses [specific issue] by [your approach], leading to measurable outcomes such as [benefits]."

Additionally, adopt a clear and concise structure. Nobody likes to read a wall of text. Break down your proposal into clear sections:

  •    Introduction: Briefly introduce yourself and establish the purpose of your email.
  •    Problem Statement: Clearly articulate the problem your proposal aims to solve.
  •    Solution: Outline your proposal with clarity and specificity.
  •    Benefits: Highlight the positive outcomes and benefits of accepting your proposal.
  •    Call to Action: Clearly state the next steps you would like the recipient to take.

4. Show, Don't Just Tell

Support your claims with evidence. Whether it's testimonials, case studies, examples of past projects and successful collaborations or data, providing concrete examples adds credibility to your proposal. This also demonstrates that you've done your homework and understand the recipient's needs.

Example 1 : "In a similar initiative, our organization achieved a [percentage increase] in [relevant metric], showcasing the effectiveness of our approach."

Example 2: "Check out how [Client A] achieved a [percentage increase] in [metric] within just [timeframe] of implementing our solution. I'm confident we can deliver similar results for [Recipient's Company]."

5. Tell a Compelling Story

Humans are wired to respond to stories. Craft your proposal like a narrative, highlighting the problem, your solution, and the positive outcomes.   Weave a compelling narrative around the beneficiaries of your project.

Example: "Meet [Name], a real-life example of someone whose life was transformed by our previous initiative. [Brief story of transformation]."

6. Create a Visual Impact

Incorporate visuals to make your proposal email visually appealing and easy to digest. Use bullet points, subheadings, and images to break up the text and make your email visually appealing.   Incorporate visuals strategically. A well-designed infographic or a brief video can convey your message more effectively than a dense block of text.

Example 1: "Here's a quick video showcasing the key features of our [product/service]. I believe seeing it in action will give you a better understanding of how it can benefit [Recipient's Company]."

Example 2: "View our project impact timeline here: [link to visual representation]."

7. Include a Call to Action (CTA)

Guide your recipient on the next steps, expressing your eagerness to collaborate. Whether it's scheduling a call, requesting more information, or downloading a resource, a clear CTA encourages engagement.

Example 1: "I would love the opportunity to discuss this further with you. Could we schedule a brief call next week to explore how [your proposal] aligns with your objectives?"

Example 2: "We would be honored to discuss this proposal further. Could we schedule a meeting to explore how [Your Project] aligns with your philanthropic objectives?"

8. Highlight Mutual Benefits and Follow-Up Strategically

Emphasize how your proposal is mutually beneficial. Clearly articulate what's in it for the recipient. Use language that focuses on collaboration rather than one-sided benefits. Wrap up your email with a professional and courteous closing. Express gratitude for their time and reiterate your excitement about the potential collaboration.

If you don't receive a response, don't be afraid to follow up. Craft a concise and polite follow-up email, reiterating the key points of your proposal and expressing your continued interest.


Remember, the key to a standout proposal email is a combination of personalization, clear communication, and strategic thinking. By implementing these tips, you'll increase the chances of your proposal not only being noticed but also getting the positive response you desire. It's not just about what you propose; it's about how you make your proposal resonate in the minds of your audience. For more tips on how to standout with your proposal email, check out Crafting an Effective Email in 5 Easy Steps and download our checklist to guide you through the process of writing proposal emails. Now, go ahead and revolutionize your email game!

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