How to Write a Vendor Proposal

By Lanee’ Blunt

A vendor proposal is used when you are being considered along with other potential vendors, or when bidding. Writing may not be your strong suit, you may feel a little intimidated, and a lot of small business owners feel the same way. There are some pre-designed templates you can buy online that can speed up the process of proposal writing. Outline the proposal and gather all of the information you need before you start writing. The outline will be a step by step deconstructing the Request for Proposal (RFP).

Executive Summary

The proposal’s most important section is the first page because it provides the reader with a snapshot of what is to come. In this section you will write a brief statement of the need of your company and what your company has to offer, and this is also called a statement of need. Tell your evaluators why they should use your vending company. It summarizes the key information and is designed to convince the reader to use your company. Write an excellent reason why they should choose your company over your competitors.

Product or Service Description

If you have piqued your evaluator’s interest they have read past the executive summary this is the section you must build upon their interest. You will provide the description of commodities and or services. How does the product’s key requirement meet the answers to the client’s key questions? Describe the product in terms of customer need. Describe facts or statistics that best support the product or service. This proposal must be tailored to an individual client’s need and can’t be used for every client.

About Us and Vendor Qualifications

Write the name of the President of the company. How your business is registered as a partnership, sole proprietorship or incorporated. How long have you been in business? If you are bidding with the government or the school board you will need to include a Federal ID number. It’s not necessary to include a lot of information about your small business.
Write about your experience with similar contracts. Write about the responsibilities of key personnel, and subcontractors. Make sure that you include client references.

Cost Estimate

List the price you are proposing. Include each service that your company is going to perform with a detailed fee schedule. If you are bidding, contracts are usually awarded to the lowest bidder.
Answer all of the topics in the request for proposal (RFP). Analyze the RFP sentence by sentence making sure that you address every statement. Answer topics in the same sequence that they appear in the RFP.

Provide how you are going to deliver, to install, and your ability to meet the client’s specifications. 

Fed Market: How Are Winning Proposals Written
NYC Dept of Education: Vendor Guide


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