How to Write an Information Technology IT Business Proposal
Like most companies these days, your IT business will no doubt look for more customers or be charged with internal projects. To win a new customer or accept a project, you must write a business proposal.
Never written one? Do not panic – writing a proposal does not have to be a daunting process, and after you’ve written your first suggestion, everyone else will be much easier.
That’s because the goals and structure of a business proposal are the same: 1) Imagine, 2) highlight the services you offer, 3) describe the costs and 4) convince your potential client that you are the perfect choice for the project. You can also speed up drafting by using pre-made templates and studying sample suggestions.
The basic offering structure is the same, whether your company uses network cabling, creates and hosts Web sites, encodes software, designs hardware, operates a data center, optimizes internal processes, conducts IT training, or even finances IT growth or growth Business request. Your offer sections should be listed in the following order: 1) Imagine, 2) summarize the needs of the potential customer, 3) describe your products, services and costs and 4) provide information about your organization, your credentials and your skills.
You want to provide details about your specific products, services, and business experiences that are relevant to your customer’s specific project. For example, site designers may need to provide information about templates, widgets, or shopping cart technologies. Network specialists may want to specify specifications for the cables and routers they recommend. IT trainers can include a list of courses and certifications offered. and so on.
The key idea that you should keep in mind is to convince potential customers to give you their orders, convince your boss to sign your proposed project, or possibly secure the financing of a new business. To convince them, you must prove that you can deliver the products and services you want. It’s never a good idea to just send a price list to your customers. That will not replace a real proposal.
Your offer should be tailored to a specific customer and their needs. This means that you need to collect information about this customer so that you can create a custom quote that meets the needs of that customer. Do not make the mistake of sending an identical offer to all potential customers. An offer that targets a particular organization or person is more likely to succeed.
Now start your offer with a cover letter and a title page to return to the basic order described above. Write a brief personal introduction to the cover letter and provide all relevant contact information so that the customer can easily contact you for more information. The title page is exactly what the name implies: a page with the title of your specific offer (for example, “Birchwood Company Website Services Offering,” “Creating a Records Management System,” or “Plan to Update the Computer network of MWP Corporation “”).
After this introduction, write the section that describes the needs of the potential customer. In a longer proposal for a complex project, you should provide a summary in front of the detail pages. In proposals to companies this summary is usually referred to as Executive Summary. In complex but less business-related offerings, the summary is usually referred to as a customer summary. Describe the needs and goals of your client on this summary page and on the detailed pages of this section, and explain the limitations or restrictions that may be associated with the project. Do not add your own ideas yet. In this section, you show that you understand the needs of the customer.
The last section of the proposal gives you the opportunity to promote your project, products and services. In this section, you will find pages that describe exactly what you offer and what it will cost. This section should include some general heading pages such as “Provided services”, “Benefits”, “Features” and “Cost summary”. However, it should also include more detailed pages detailing and explaining your products and services and the associated costs. You can use topics such as hardware and software, equipment, options, scalability, and more.
Your particular company determines the specific topics and pages that you need to include in your offer. The size and scope of the project determines how many topics and how many details are required.
A website design and hosting company may need to include topics such as project results, storyboard, features, technical approach, production schedule, hardware and software, and a development and hosting contract.
An IT training company may want sites such as the services provided, the training plan, the exercises, the curriculum, the prerequisites, the retraining, the materials, and an overview.
An IT consultant can initially use the services provided, the cost overview, the project overview, references, certifications, and our customers.
IT sales proposals use topics such as products, services provided, customer service, benefits, features, case studies, warranty, price list, requirements, etc.
When you propose an in-house project, you not only have to look good, but also make sure your boss looks good. You have to trust that you deliver to get their support. Include topics that show that you understand every aspect of the project. Make sure that you have taken into account assumptions, risk analysis, contingency planning, accountability, SWOT analysis and expected outcomes.
A network cable, infrastructure, or data center project may require issues related to facilities, site planning, infrastructure, security plan, expansion plan, storage, site analysis, diagrams, plans, equipment, and so forth.
Hardware and software designers include documentation requirements, specifications, technical approach, project management, standards compliance, system requirements, interface requirements, and certifications. In particular, hardware developers may also need issues such as manufacturing, design, production plan, capacity, resources, and resource allocation.
An IT project for the government can be even more complex as you have a call for tenders with rules that must be adhered to. In this case, make sure that you use the Compliance Matrix, the RFP Cross References, the Government Grants / Contracts Cover Sheet, and any other topics that are specific to the RFP.
A company looking for funding wants sites such as Competitor Analysis, Industry Trends, Market and Audience, Marketing Plan, Insurance, Liability, Disaster Recovery Plan, Schedule, Financing Proposal, Provided Services, Products, Company Operations, Income Forecast, Sources of Funds, Use of Funds, Staff, legal structure and other issues required by the lender. Financing or investment proposals also require a range of financial data, such as: Your cash flow analysis, balance sheet, revenue, profit margin, profit and loss account, operating costs and so on.
In this last offer section, make sure you provide pages that describe your organization (About Us or Company History) and pages that explain your skills and experience or provide information from other customers. These pages are our customers, employees, references, testimonials, qualifications and abilities – everything you need to build trust in the potential customers you need to deliver the goods and services you want.
So you have it in your hands: all the basic steps to create your offer. Now to the final touch. After adding all the words and data to your offer, take some time to make it visually appealing. Add your company logo, choose different fonts, or use custom bullets. You can also use colored margins. Do not go overboard. You want to tailor the style of your offer to the style of your business.
Do not submit your proposal before you spell-check and review each page. If possible, have someone outside the project or organization do the final proofreading. It is too easy to overlook errors in familiar information.
Finally, print out the offer or save it as a PDF file and send it to your customer. In the modern business world, it is common to send PDF files by e-mail. However, keep in mind that a printed, personally signed and (if possible) hand-delivered offer can make a bigger impression, as it shows that you are ready to make additional efforts to get the job.
You can now see how the IT business proposals can vary greatly in content due to the diversity of IT companies and the variety of projects for which the proposals are tailored. The offer content of your company differs from that of other companies. But you also see that all IT proposals have similar formats and follow the same basic structure.
To speed up the writing of proposals, you can use the templates predefined in the proposal kit. They contain easy to understand instructions, suggestions, and examples that guide you to appropriate content. It also contains many business proposals for all types of IT companies. These can give you a head start in creating your own profit proposals.