cover letter for tour package proposal

How to Write a Proposal Cover Letter: Examples + Free Template

Posted by: Cinthya Soto

Proposal cover letters are brief overviews that introduce the more in-depth content of a proposal. Cover letters are normally the first page of a proposal, making them the first impression you will give and your first opportunity to convince the reader to work with you. These letters directly communicate with the client and set the stage for the following proposal details.

If your proposal cover letter is not convincing enough, the reader might not read your entire proposal and choose a competitor. That’s why understanding the do’s and don’ts of proposal cover letter writing is crucial. 

In this blog, we’ll teach you how to structure and write a proposal cover letter, what makes a good and a bad proposal, and we even provide a free downloadable template for your firm to use. 

What Is a Proposal Cover Letter? 

A proposal cover letter is a letter that accompanies an RFP response or bid submission. Its primary purpose is to introduce the proposal, explain its relevance to the recipient, and persuade the reader of the value and credibility of what’s being offered. It sets the tone for the entire proposal, so make sure it’s well-crafted. 

The cover letter needs to be persuasive and blow your prospect away because it provides a first impression. Since it’s often the first thing the recipient will see, it plays a key role in the recipient’s decision to even consider reading the full proposal. 

The cover letter is frequently the initial opportunity for your proposal to align with the reader’s objectives. While it goes on top of the proposal, it shouldn’t be confused with an executive summary that outlines the main highlights of your proposal. 

Why Your Proposal Cover Letter Matters 

Your proposal cover letter is made up of the most important paragraphs you’ll ever write because it’s the section everyone will read. That’s why it’s essential to nail it, or you stand the chance of losing the project. A cover letter helps busy clients decide if they’re interested in reading the complete proposal. Therefore, having a winning proposal cover letter is equally important as the actual proposal. 

The proposal cover letter gives you a chance to leave clients with a memorable first impression. While proposals lean towards factual information, cover letters offer a more personal touch. Establishing an emotional connection from the beginning significantly increases the likelihood of the reader engaging with your entire proposal. 

What Should Be on a Proposal Cover Letter? 

Though the specifics of your proposal may vary based on the nature of your offer and your sector, the proposal cover letter should consistently stick to the following structure: 

Contact Information 

It’s essential to include your contact details, including your name, email, and phone number, as well as your organization’s information such as its name, email, phone number, website, and even its social media handles. For bonus points, include the link to your LinkedIn profile in the heading too so the reader can get a deeper understanding of who you are. 

Make these details easy to find by placing them at the top or bottom of the cover letter, ensuring they’re in a bold and easy-to-read font so potential clients have no problem finding them. Using the company’s letterhead for the letter not only ensures the inclusion of this information but also gives a professional touch. 

Greeting 

This is your chance to introduce your company and what you do. It’s your first opportunity to make a positive impression and establish a connection with the reader. 

Begin with a concise statement about your company. This could be your mission statement, a brief history, or an overview of what makes your organization unique. This is your chance to highlight areas where your company excels, which helps you establish credibility. 

Additionally, highlight your primary areas of specialization or the main services/products you offer. This will give the reader a clear understanding of your role and what you do. 

Summary  

Often, decision-makers are drowned in proposals, and they might not have the time or patience to go through every detail initially. A concise summary ensures that they can quickly understand your proposal’s primary objectives and value.

You should provide details about your value propositions at a high level and connect how they meet your client’s requirements. By summarizing how your proposal addresses the client’s specific challenges or needs, you can instantly resonate with them, emphasizing that your solution is tailored to their situation.

Offer 

Continuing to the offer, this is where you should further explain how you can provide a personalized solution. Clarify to the client the unique value your solution brings to solve their problem. 

Having captured your potential client’s interest, you now have to focus on keeping it. Achieve this by highlighting the clear benefits that directly compellingly address their challenges, making it easy to understand. 

While you’ll be mentioning how your work will benefit the prospect, you should also explain what they will win from choosing to work with you. 

Here are some tips on how you can accomplish this: 

• Select the three to five primary attributes of your solution 
• Explain their advantages for your client in a concise statement 
• Be straightforward– This is what we provide. This is how it solves your issue 

References 

In situations where multiple firms submit proposals, having strong and relevant references can set you apart from competitors. It offers an added layer of reassurance to prospective clients about your experience and competence. Essentially, relevant references help the client understand why they should choose you over others. 

References also show the prospective client or partner that others have trusted you and that you’ve delivered results. By showcasing references from satisfied clients or partners, you demonstrate that you have been trusted in the past, which can solve any insecurity or concerns the potential client might have. 

Visuals 

Visuals aren’t a must for proposal cover letters. However, they can enhance its impact by emphasizing crucial information. If you have a designer on your team, you can incorporate graphics that highlight the key points of the letter. 

Some examples of what this might look like: 

• Highlighting a customer satisfaction quote in a different font to make it stand out 
• Using callout boxes to draw attention to your key value propositions (especially helpful for busy teams skimming the page) 
• Using the company letterhead
• Including the signature from a senior person at your company 

Conclusion 

Similar to introductions, many cover letters tend to focus more on the body content than the concluding paragraph. However, ending on a powerful note is as crucial as creating a compelling start. It’s recommended to conclude your cover letter by highlighting a significant benefit and the value your project will offer to the company. 

Additionally, when wrapping up your proposal cover letter, always encourage them to continue by reading the complete proposal.

How to Write a Proposal Cover Letter 

Now that you know the structure to follow on the proposal cover letter, it’s time to go into the details of how to write a proposal letter. 

Powerful First Sentence 

Starting with a powerful opening sentence can grab the reader’s attention immediately, encourage them to continue reading, and make your proposal stand out among the endless others they may have received. It’s beneficial to use impactful verbs and straightforward wording to ensure your initial sentence remains engaging and brief.  

Demonstrate You Understand the Problem 

In any proposal, it’s essential to demonstrate to your client that you understand the problem they’re facing. Highlight their goals and the reasons behind your collaboration. Present the company’s challenges in an easily comprehensible manner. Dedicate a section to focus on the company’s concerns, and later in the cover letter, you can introduce the proposed solutions. 

Offer to Discuss the Proposal Further 

Before ending your cover letter, you should stress your readiness to dive deeper into the proposal and address any questions or concerns the reader might have. Additionally, this serves as a chance for you to propose a face-to-face meeting with the potential client to further increase your chances of landing the project. 

Thank the Issuer for the Opportunity 

In the cover letter, you have the opportunity to express gratitude to the proposal’s recipients. Recognizing their participation in the process and expressing appreciation for the opportunity not only demonstrates courtesy but also signals to all reviewers that you’ve closely read the RFP guidelines. 

Persuasive Closing

After completing the structure and details of your proposal cover letter, end with a persuasive closing demonstrating your understanding of the next steps. Clients want to understand how you’ll assist them in achieving their objectives and the next steps for moving forward. This demonstrates to them that you can simplify the process by detailing the necessary steps to advance. 

As mentioned earlier, you’ll want to encourage the reader to read the entire proposal. However, you should also mention the opportunity to discuss the proposal further. Some examples of what this might look like include: 

• “We look forward to the opportunity to discuss our proposal further.” 
• “Once you’ve had an opportunity to review our proposal, please don’t hesitate to reach out and follow up with any questions.” 
• “Our team will be following up in a week for an update and see if there are any additional ways we can support your team. “

Signature 

Don’t forget to include a signature! But who signs it? Who signs the proposal cover letter varies based on different factors. The person who has the relationship with the client is in charge of the strategy, and probably carried out the research leading to the proposal is typically the one that should sign the proposal cover letter. 

However, it’s recommended that you have the proposal cover letter signed by the individual with the highest authorization level, ideally someone the client knows. 

Otherwise, you should consider having the executive director of your organization sign the cover letter and include their contact details for professionalism. People to consider for signing the proposal cover letter include: 

• Executive director 
• Account manager  
• Executive of executives 
• CEO (a strategy used by small firms or when the RFP represents a large portion of a responder’s annual revenue) 
• Someone with a senior title 

What Makes a Good Proposal Cover Letter?

So, now we know how to structure a proposal cover letter and how to write one, but how can we make it stand out? Here are some tips you should follow to craft a good proposal cover letter. 

Capture Reader’s Attention Early 

Within the framework of a proposal, the first paragraph is the best chance you have to catch your reader’s interest. This means the introduction is one of the most essential parts of your proposal cover letter. It’s crucial to catch the reader’s attention immediately, so think of an engaging way to introduce yourself and your company. You can do this by finding a way to relate to them or showing that you understand their needs. 

Mirror Clients’ Words and Phrases 

When writing a proposal cover letter, it’s essential to align your language with the client’s terminology to show that you understand their needs. Failing to do so might not only display a lack of alignment and agreement. 

Prioritize the Prospect 

A common mistake is making a proposal letter about yourself. Clients aren’t focused on your achievements or your professional journey. They want to understand how you’ll assist them in reaching their objectives. Therefore, the cover letter should focus on how you plan to help the client in reaching their objectives.

If you do want to mention special company achievements, make sure they are relevant to your client’s objectives and provide value. 

Get Straight to the Point

Keep it simple. Be clear and avoid any uncertainty. Being unclear can break trust quickly. So, gather all your information before writing, so you don’t sound unsure. Make sure what you write is accurate. You’re the expert. Write confidently and avoid wasting your client’s (or your) time by putting unnecessary information in your proposal cover letter. The goal is to have clients read to the conclusion and sign. 

Stand Out From the Competition

The proposal cover letter shows that you understand the client’s worries. It helps you be different from others and encourages clients to read your entire proposal. After reading the cover letter, they can then look at the more detailed parts.

Moreover, the proposal cover letter is your first chance to highlight your value proposition and what makes your offer unique compared to others. For the cover letter, you should focus on how you can distinguish yourself from competitors.  You don’t want to “sound” the same as the competition. 

RFP Cover Letter Mistakes to Avoid 

Now that we’ve seen what makes a cover letter good, let’s take a look at what makes a cover letter bad. Here are the proposal cover letter mistakes to avoid. 

Repeating the Executive Summary 

Avoid repeating content from the executive summary within your proposal cover letter. Each document — the executive summary, proposal, and cover letter — should be separate. Repetitive information can damage the impact of your message and possibly bore or discourage the reader. 

Not Utilizing the Right Software 

When creating RFP responses, you need to manage digital assets while keeping everything accurate and up to date. With the right software, like a DAM system , you can store and manage all your project images, videos, and other media in one place. This makes it easy to find and incorporate the most relevant and impressive visuals into your RFP to make it more compelling.

With a DAM, you can quickly search, access, and integrate assets from the software directly into your RFP documents. This means that with the right DAM integrations for your industry, you can create documents in seconds with pre-designed templates. 

Additionally, a DAM helps ensure that all images and media used are in line with your brand guidelines and accessed by the right people. 

TIP: Want to know more ways a digital asset management (DAM) system can help you create RFP responses and win more clients? Read our Ultimate DAM Guide now. 

Not Reading the RFP Multiple Times

Overlooking details is the first challenge in the RFP response process. The data presented by the client within the RFP serves to guide and inform your proposal. Hence, it’s crucial to carefully review the RFP multiple times to ensure all essential elements are seen and there is no critical information missing. 

Moreover, if you don’t follow the client’s RFP guidelines, they’ll most likely ignore your response, and all your effort will be lost to those who did thoroughly read the RFP.

Not Understanding the Client’s Needs 

This might seem like a general mistake, but it’s a big one. If you don’t understand what the client wants, your whole response won’t matter. For this reason, you need to read the RFP carefully to know what the client looking for. Don’t send a proposal that’s missing details or doesn’t match what they need. 

Making the Length Too Long 

Your cover letter should always be one page unless you’re dealing with a long proposal of 100+ pages. If you do end up with a longer cover letter, it might be because you are including too much detail. Instead of describing every detail of your proposal (save that for the executive summary), focus on the top three aspects that will catch the reader’s attention. This will leave the reader wanting to know more, encouraging them to read the entire proposal.  

Proposal Cover Letter Examples 

It’s time to take a look at good proposal cover letter examples to help you further understand what is expected. 

Construction Proposal Letter Example 

Here is a construction RFP response cover letter example that works: 

Source: Examples   

Architecture RFP Cover Page Example

Here is an architecture RFP cover page example that works: 

Source: Utley Strategies 

Engineering Cover Letter for a Proposal 

Here is an engineering cover letter example that works: 

Free Cover Letter for Proposal Template 

Below, you can download a FREE proposal cover letter template made for the AEC industry from OpenAsset partner and proposal writing guru, Rachelle Ray. Just enter your name and email for immediate access.

AEC Cover Letter Template

Responding to an RFP? The downloadable RFP cover letter sample has the structure you need for a proposal cover letter that wins more clients. 

How to Create Quality Proposal Cover Letters Every Time 

Creating quality proposal cover letters every time isn’t an easy task. However, as the #1 DAM for AEC and Real Estate, OpenAsset can help you find, share, and use the digital assets you need to create high-quality AEC proposals quickly and easily. 

With dozens of integrations and useful features, OpenAsset makes it easy to share and manage the heavy amounts of digital assets needed to create winning proposals . 

Get your free downloadable proposal cover letter template today. And if you’d like to learn more about our DAM technology, you can reach out to one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

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Articles / How to Write a Travel or Tourism Business Proposal /

How to Write a Travel or Tourism Business Proposal

Did you know? Proposal Packs are designed for writing travel and tourism related proposals with pre-written templates, samples, graphic design options and automation software.

Do you have a great idea for an adventure travel expedition, or do you want to develop the tourism appeal for your area? It's generally not enough to simply talk about your ideas; if you want to get funding or management approval, you usually have to describe your vision in writing.

That means you have to write a proposal. But don't worry if you've never written a proposal before - it's not as hard as it might sound, after you understand that all business proposals have a definite structure to follow for success.

Although individual sections will vary in content and length depending on the complexity of your proposed project and the types of information you need to supply, every good proposal should follow a standard four-part sequence:

• Introduction
• Reader-focused section
• Description of your proposal plan
• A section that explains your credibility and ability to fulfill your promises

First of all, consider who you have to sell your ideas to. In other words, who will read and judge your proposal? It's crucial to always keep your readers in mind; all good proposals are focused on the recipients, not on the party submitting the proposal.

So, let's start with the introduction section. The very first item the recipient should see when opening a proposal package is a Cover Letter - this is essentially an introduction to your proposal, so simply state who you are, why you're submitting this proposal now, state what you would like the reader to do after considering your proposal, and provide all the contact information the reader needs to follow up with questions or approval of your request.

Now for the proposal itself: create a Title Page. Name your proposal something straightforward and logical, like “Proposal for New England Fall Foliage Tour,” “Plan to Create a Tourism Bureau for Whatford County,” or “Using Our Town's History to Attract Tourists.” If your proposal is short, that may be all you need for an introduction section. But if your project is more complex, you may need to come back later and add a Table of Contents and an Executive Summary, which is basically a list of the most important points you make within your proposal.

Now for the reader-focused section. Consider the party to whom you are submitting this proposal - is this a town council? A potential business partner? A prospective client? The management team at a tour company? What do the readers want to know? What will their concerns be? Do they have a list of requirements to be met? In this section, you need to prove that you understand who you're pitching to and what their needs and desires are. Most important of all, you must explain how your proposal will benefit that party.

In this section, you will include pages like Needs and Benefits, and if you're answering a stated need or responding to an RFP, you might also need pages like Requirements, Budget, Schedule, Deadlines, and so forth. Keep in mind that in this section you are describing the needs of and the benefits to your potential partners, management, or investors, not your own goals and desires. A winning proposal should remain focused on the reader, not on the party proposing the project. If you are selling personal travel services to clients you can include topics such as What you Can Expect or It's All About You.

After this reader-focused section comes the section where you describe your proposal in detail and explain what it will cost. This will most likely be the longest section in your proposal, because it should contain all the topic pages you need to explain your ideas. Be sure to include all the details your reader will want to know.

Depending on your proposed project, you might have pages describing Services Offered, Products, Costs, Timeline, Venues, Facilities, Tours, Tourism, Destinations, Transportation, Strategic Relationships, Customers, and Advertising - the list is endless because your goal is to include all the topics you need to describe everything you propose to do, how you plan to do it, and what your expenses will be. You may need to include financial pages, such as a projected Return on Investment (ROI). As always, put yourself in your readers' position - what questions will they have? The more specific you are, the more likely your proposal is to persuade the readers that you have done your research, have a good plan, and can fulfill your promises.

Here are some related samples included in every Proposal Pack

• CD-ROM Development Proposal
• Event Party Planner Services Proposal
• Hotel Facilities Services Sample Proposal
• Fashion Industry Sample Proposal
• Vacation Destination Resort Sample Proposal
• Bed and Breakfast Hospitality Sample Proposal

Here are some related templates:

• Air Charter and Tourism Services Proposal
• Eco Lodge Promotion and Sales Proposal

In the last section of the proposal, you get a chance to brag about yourself. Here, your goal is to include all the information you have that will convince the reader that you are trustworthy and can carry out the plan you detailed in the previous section. At the very least, you'll want a Company History or About Us page that explains your background.

You can use pages like Experience, Projects, and Clients Served to show your experience with similar projects. You might want to explain any special Training or Credentials you have, or list your Staff or Team Members, and even add Resume or Biography pages. If you have Awards or Testimonials, you should include them, because it always adds credibility when you can show that others value your ideas and services.

After you have all the text written for your proposal, spend some time making your proposal visually appealing. Incorporate your company logo. Consider using colored borders, or selecting custom bullet points and fonts that match your business style. Learn how to effectively select colors for a winning business proposal.

Photo Design Proposal Packs

Line art design proposal packs.

That's it! Doesn't sound so hard, does it? But after you have all the words on paper, you still need to do two things before you send your proposal out: 1) proofread it carefully to ensure there are no grammar, punctuation, or spelling mistakes, and 2) inspect each page to make sure it looks neat and professional. You might want to add colored borders or special fonts or bullet points to add visual interest.

Want a head start on writing and formatting your proposal? Consider purchasing a dedicated product like Proposal Kit , which is specially designed for writing proposals. Proposal Kit includes all the topic pages mentioned above, as well as thousands of others you can use for any situation. Each topic page (or template) includes examples and suggestions about the information to include on that page, so you'll never be stuck looking at a blank screen and thinking “What goes here?”

The templates are professionally designed, so your proposal will look good, too. You can select from a variety of specialty design themes, or add your own business logo to personalize your pages. There are plenty of instructions for use, as well as helpful articles and tips on writing proposals. And to give you great ideas, every Proposal Kit package includes dozens of sample proposals, so you can see how a proposal similar to yours might look and what it might contain.

If you want help with assembling your proposal and creating a Table of Contents, you can use the included Wizard software program. You'll find that Proposal Kit is a great buy for writing proposals of all kinds, as well as reports and other general business documents.

Using our professional quality proposal and contract packages, wizards, and support documents to develop your proposals, business plans, and other business documents will give you a comprehensive final document that will present you and your organization as a highly professional alternative that instantly inspires trust.

It will provide you with the inside track.You can order and instantly download the Proposal Kit that best suits your needs.

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5 Simple Steps to Writing a Better Proposal Cover Letter

From getting the prospect’s attention to showing you have the right solution, your proposal’s cover letter has a big job to do. I’m breaking down 15 examples to show you how to create your most persuasive cover letter ever, one that makes prospects excited to read on and sign on the dotted line.

11 min. read

Proposal cover letters.

Does that phrase strike fear in your heart? Or at least give you some anxiety?

From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn’t easy.

So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out.

A proposal cover letter is important. It’s your proposal’s first impression with your prospect. It sets the tone, for better or for worse. And writing it can sometimes provide clarity on what should or shouldn’t be included in your proposal.

It shouldn’t be something you slap together before moving on to the ‘meat’ of the proposal or a dull fill-in-the-blank exercise that ends up sounding more canned than Campbell’s.

No more chunky and clunky cover letters.

But, at the same time, you can’t spend hours upon hours crafting a bespoke one. You have a deal waiting on that proposal to get done.

So, what you need is a good writing formula.

I’m borrowing from the outline that my colleague Jennifer set out in her proposal executive summary post . She knows what’s up, having written dozens of cover letters/executive summaries during her time in the digital agency world.

If you’re looking for the why and when, plus some dos and don’ts, of writing one of these bad boys, be sure to check out her post.

Now, let’s dive into the who, what, where, and how here, including some examples.

Executive summary vs. cover letter

What do these phrases actually mean?

It’s tricky because the terms ‘executive summary’ and ‘cover letter’ are sometimes used interchangeably in the world of proposals.

I mean, I just used both in the intro to this very post.

Me taking a photo of the culprit.

You might also hear other terms, like overview or introduction, being tossed around for this piece of proposal writing. But rest assured we’re all talking about the same thing.

Technically, there is some nuance to how each of these sections function in a B2B proposal.

First, a proposal cover letter and an executive summary have some things in common:

• They should appear at the beginning of your proposal.
• They should be one page long, maximum.
• They should be prospect-focused.
• They should NOT be overly sales-y or pitchy.
• They should NOT be a detailed rehash of the entire proposal.
• They should get the recipient excited to read on.

Now, here’s where they differ.

What is a proposal cover letter?

A proposal cover letter:

• Is more conversational.
• Is formatted as a letter with salutation and sign-off.
• Doesn’t contain strategy or execution.
• Can be more persuasive (like how a cover letter for a job mentions why you’re the best person for it).

What is a proposal executive summary?

A proposal executive summary:

• May be formatted as a statement.
• Tells the story of how you provide solutions for your clients and the impact (evidence) of your solutions.
• Stays quite high-level.

Sometimes a prospect will specify that your proposal should include one or the other or both, like when you’re responding to an RFP . However, if there are no client specifications it’s up to you which one you include, how you write and structure it, and what you want to label that section in your proposal document.

Okay, now let’s get writing—with some examples to help you visualize the steps and tips.

How to write a cover letter for your proposal in 5 simple steps

One of the hardest aspects of writing a cover letter is including all the information you want to convey while keeping it as brief as possible and being compelling or even entertaining at the same time.

It’s okay. Here’s how to achieve all that in just five steps.

Step 1: Get their attention Step 2: Show you understand the challenge Step 3: Show you have the right solution Step 4: Show your work Step 5: Tell them what’s next

Step 1: Get their attention

“Snoozefest Co. is excited to submit this proposal to you.”

Are they though?

It reads more like this to a prospective client: “Snoozefest Co. is going through the motions in this proposal intro so we can cash your cheque.”

This is the very first thing the prospect will read in your business proposal! It needs to grab some attention.

Here are some examples of more impactful ways to open your cover letter.

Cover Letter Example 1 - Business consulting

Cover Letter Example 2 - Electrical

Cover Letter Example 3 - Public relations

Why these examples work

They put the focus on the client.

Congratulate them on a recent (relevant) company achievement. Show that you get what it’s like to be in their shoes . Offer up a fun fact or industry statistic that signals you’re already thinking about their market niche.

They build curiosity.

Segue your way to success. Each of these first paragraph examples creates build-up, curiosity, and excitement for what the prospect will read next and throughout the rest of the proposal. Ask a question. Don’t give away all the answers just yet. (what is the “light at the end of the tunnel”?)

They start to allude to the pain point.

You’ll go more in-depth into the challenges you’re solving in the next few paragraphs but it’s good to get it out there up top. It could be more explicit, like in example 1 (how to go from good to great when you’re already at capacity), or it could be more subtle, like how the specific mention of “heritage home” starts to set up the challenge in example 2.

Step 2: Show you understand the challenge

Sometimes when we write, we gloss over the pain point. It can be awkward to write about the challenges someone is facing in their professional life; you don’t want to suggest they don’t know what they’re doing or they’re not good at their job.

In a cover letter, though, it’s essential to dig into the ‘pain point’ they’re feeling in order to close the deal. Showing you understand the obstacles they’re facing is the best way to position your company as the only solution to their challenges. (See Step 3.)

But avoid any urge to make it about you. It can come off as “Look how smart I am!” Again, turn it back to the prospect. A good way to do this is to make sure you use the word ‘you’ more than ‘I’ or ‘we’ in this section.

Cover Letter Example 4 - Legal services

Cover Letter Example 5 - SaaS/Social

Cover Letter Example 6 - Insurance

Why these examples work:

They say what the prospect is likely thinking.

Show you understand all aspects of the prospect’s challenge by bringing up objections before they have a chance to, and then knock them down. Legal advice is too expensive and complicated? Not when you partner with us!

They’re complimentary.

Butter your prospect up a bit. They’re not experiencing these challenges that you understand so well because they’re bad at their jobs. No, maybe it’s just a resourcing issue! Like in Example 5, you can position your team as the experts who take challenging tasks off people’s plates.

They show off the benefits of doing business with an expert.

Give them peace of mind. You’ve done this before and this isn’t your first rodeo. You see and understand the full challenge so you can help clients avoid problems before they crop up.

Step 3: Show you have the right solution

Okay, NOW you can talk about yourself. With a few cautions:

• Keep it relevant. Your company’s Best Float win at the local parade is cool and all but now’s not the time.
• Keep it concise. It’s time to ‘elevator pitch’ your solution.
• And keep it upbeat without overhyping. You want your solution to sound attractive, but don’t write cheques with your cover letter that the rest of the proposal can’t cash.

Cover Letter Example 7 - Solar

Cover Letter Example 8 - Web design

Cover Letter Example 9 - PR

They keep things high-level

No need to outline the eight different ways you’ll test their website or every single PR tactic you’ll use. This isn’t a book report on your proposal.

They still stay specific.

“Public relations...creates and maintains your public image, and positions you as a leader in your industry” is better than “we make you look good”.

But notice that these examples don’t use jargon. If a jargon-y phrase is used, like responsive design, it’s immediately explained in a non-technical way. Stick to plain language like this, unless you cater to a highly-specialized specialized audience that will understand acronyms and look for that industry-insider lingo.

They show how you’re putting everything on the table.

Look at how these cover letters talk about the sales document they’re about to read over. For example, the proposal is not just a package; it’s a “comprehensive package”.

It’s the difference between presenting the proposal as ‘here’s some info’ and ‘we’re presenting you with all the details, including facts and figures’. Let the reader know that your proposal gives them everything they need to make an informed decision.

Step 4: Show your work

Time for a not-so-humble humblebrag .

Maybe it’s a team skill set you’re known for. Or some original research you’ve done that would resonate with this prospect.

You could showcase how your company is a power-player in your niche via previous work you’re especially proud of or awards you’ve received. Or give a quick preview of your proprietary process.

Basically, the information you include in this paragraph should provide an answer to the question on every prospect’s mind: why should they work with you ?

Cover Letter Example 10 - Exterior pressure washing

Cover Letter Example 11 - Content marketing

Cover Letter Example 12 - Construction

They give the references some ‘meat’.

If you’re talking about existing customers, don’t just name drop. Highlight some impressive outcomes you’ve achieved for them as well. For example, they didn’t just construct a building at NYU, it’s an award-winning building they built at NYU.

They cite the facts.

If there’s a specific accreditation that clients will need to know about (i.e.: are you licensed, bonded, board-approved, etc.?), now’s the time to mention it. Basically, anything that would differentiate you from competitors. In a market dominated by big national brands? Talk about how your business is family-run. Or vice-versa.

They go granular but don’t get into the nitty-gritty.

Again, be as specific as possible without going into too much detail.

Talking about “our process” is okay. But “Our four-step process” is an ideal amount of information for the purposes of this cover letter since you’re going to explain the steps later on in the proposal.

Step 5: Tell them what’s next

Your sales team wouldn’t end a sales call without discussing next steps. Your proposal cover letter is no different.

The closing is your chance to set expectations, either for the prospect or yourself. Don’t forget that you have to keep your end of the bargain. If your cover letter says you’ll follow up with them in a certain amount of time, for Pete Campbell’s sake, do it.

(Bonus: If you’re using proposal software, you’ll be notified when your prospect opens your proposal so you can perfectly time your follow up.)

Cover Letter Example 13 - Construction

Cover Letter Example 14 - Financial Services

Cover Letter Example 15 - Public Relations

They show how the vendor and the prospect together.

Why will this specific partnership work? You’ve talked about them, you’ve talked about yourself, now it’s time to talk about why you’ll go together like a square-hole colander and quinoa. (A square shape keeps the round grains from falling through while you’re rinsing it. Obviously.)

They ask for the sale.

You’ve refrained from selling throughout this cover letter. Now’s the time to ask for the close. Don’t shy away from presuming that you’ll be the winning proposal, that you “hope” they’ll pick you.

They talk about the next steps.

What literally happens next? Should they sign now? Will you be meeting to walk through the proposal before a signature is expected? Are you going to follow up with them? Let the reader know what’s expected of them and what they should expect from you.

A quick caveat before you rush off to write your proposal

There you have it. And now you just plug these pieces into your cover letter and copy these examples word for word and…

Not so fast.

The 15 example snippets above are all pulled from our proposal templates , all written by professional writers. Templates and samples like these are amazing starting points. But they aren’t the end-all, be-all.

Notice that all these samples are written in a slightly different voice? How you word your proposal if you’re in legal or financial services might be different than how you would write one in the marketing industry or the world of pressure washing.

And how YOU word your proposal should be consistent with your brand voice, including language, tone, and style . The information you include should speak to YOUR ideal customer. Remember, the cover letter is your proposal’s first opportunity to persuade your prospect that you’re the best choice to hire.

Conversions don’t come from canned, uncustomized content. Use these steps and examples as the catalyst for your own authentic version of a pitch-perfect cover letter for your proposal.

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Millions of proposals. Thousands of survey responses. Ten actionable takeaways.

All the data-driven secrets to crushing the closing stages of your sales process are right here.

Proposal Templates > Travel Proposal Template

Travel Proposal Template

Whether you’re a Tour Operator or Travel Agent, this elegant travel proposal can be used as a proposal or itinerary. Engage your potential travelers with picturesque destination photos and video that highlight your offering.

Destination Details

No proposal from a travel agency would be complete without relevant information regarding the destinations and itineraries being offered. Here, you are presented with an opportunity to inspire prospective clients to travel to these picturesque locations by describing each destination in the best way possible.

Itinerary Pricing

In this section, you can create a straightforward itinerary pricing schedule that catalogs all the costs associated with each tour or itinerary. These can include the airfare, the hotel transfer or car rental, the travel insurance, and all individual activities included in the itinerary.

Travel Insurance

Travel insurance is an important consideration that not only protects travelers from medical emergencies but also from trip cancellations, loss of belongings, and other unforeseen circumstances. In this section, you can provide the details and inclusions of the insurance product you are offering to your clients.

Terms and Agreement

Travel arrangements can often be very complicated and can constitute numerous details pertaining to bookings, payments, documentations, and many other things. It is important that your agency and your customers understand your obligations to each other, which is why you need to have this clear-cut terms and agreement section to remind yourselves of these relevant details.

Accept and Sign

This section finalizes the agreement between your agency and the customer.

A travel agency is a group of people or a single professional who has unique insight and knowledge into tourist destinations, travel modes, climates, and other areas of hospitality service. They have established networks with travel partners to ensure that customers are getting the best bang for their buck when on vacation.

One of the ways travel agencies obtain clients is through digital and traditional marketing methods. However, getting prospects into the door is the first step.

You must then nurture your leads further by helping them create the vision for which they are searching under terms and conditions they can easily understand. A great way to approach both of these processes is by having a high-quality, well-rounded travel proposal template in tow.

A travel agency proposal template allows you to create a cohesive document that enables you to share with clients your services processes, packages you offer, and estimates based on their needs. Presenting them with a proposal for travel agency business is sure to “wow” them than compared to other agencies who are likely just using a Microsoft Word document.

Introducing your travel agency in this manner is smart.  In this travel agency proposal template guide, the Proposable team helps you understand the most imaginative and professional ways that you can use to put your best face forward.

Travel and Tours Proposal Template

Easily customize this travel and tours proposal template and send it online to impress your clients and get more proposals signed.

The original language of this template is English, but you can always use the translated text.

Prepared For Ms. Kristi Frey

Prospero team

[email protected]

Are you looking for the most exciting travel and tour vacations for you and your family? Look no further. Let [Company Name] arrange an adventure beyond your wildest dreams with various activities, attractions, and excursions for the entire family. Enjoy a Safari Adventure with the younger children or White-Water Rafting with the older ones. We offer activities for those 65 years and older. So, whether you are an amateur or experienced, no matter what your family enjoys, we have it for you!

Your family’s satisfaction is our number one priority, and here is why: 1. We offer high-end, efficient, quality customer service 24 hours a day, seven days a week. Hours may vary depending on the holidays. 2. We take pride in honesty and integrity in all we do. We believe in correcting and taking ownership of problems seen and unseen. 3. Our staff members depict a friendly and courteous environment from the beginning to the ending of your stay. In addition, they make sure we offer hospitality beyond exceptional. 4. Our staff is well-trained in meeting the needs of your family’s desire. From the culinary staff to the staff paramedic, our team is well-trained to handle most situations. 5. Our job is to make sure you and your family have a stress-free vacation. The staff can make sure you have that and nothing less. 6. Any questions, concerns, or comments – we are available at any time of the day by phone or simply by coming to the concierge’s desk, and we can address your concerns immediately. 7. No one is more excited than we are when it comes to planning the ultimate travel and tour vacation for you and your family. However, we aim to make sure we are prepared to curb the enthusiasm of the entire family.

What Our Clients Say About Us

The previous project [Company Name] has done are: [Client 1]  – Many customers enjoyed the friendly and carefree travel across the world. One customer stated, “I will book another trip to Iceland. I never knew traveling the world could be so fun.” [Client 2]  – There is no place like home, and sometimes taking a vacation is just like being at home. We have prided ourselves on offering One Tank Trips for families to explore their hometowns and the surrounding cities. One of our families enjoyed a Staycation in New Orleans. They commented by saying, “It feels good to be able to enjoy a staycation. It is not always about getting on an airplane to go to another state. My vacation was planned hassle-free. I can’t wait to plan another staycation.” [Client 3] – People love the idea of getting on an airplane to visit somewhere new, and we love helping them plan that trip. We assist the customer from the East Coast to the West Coast in planning their next vacation. A return customer stated, “I experience the same friendly greeting every time I book a vacation. [Company Name] is the only company I book my vacation through.”

We understand that all families are not the same; this is why we can tailor adventures according to the families’ size, age range, and capabilities. However, we want to make sure everyone can participate as a family. All adventures include a Safari Adventure, Scavenger Hunt, Horseback Riding, and S’mores by the Campfire with the option of at least one of the following (depending on the package) Ziplining, White Water Rafting, Swimming with the Dolphins, Hiking, Kayaking, Snorkeling, or Island Adventure. Amenities are complimentary breakfast each morning and dinner (based on the number of nights staying), Unlimited pool, workout room, and conference room access. Dry cleaning and laundry facilities are available.

Assuming that we have all necessary materials ready, here are the suggested milestones:

Do you have any questions? Take your time, review this agreement, and if you want to make any changes, I will be happy to answer any questions regarding this proposal Our next step is to meet via WebEx, Skype, Zoom, or telephone to discuss the milestone goals and payment. You can reach me on my phone at 555-555-5555.

1. All prices are subjected to changes and priced as the starting prices. 2. Package price varies according to the number of additional people added. For example, family Excursion Packages include [$] – [$] for each different person. The Family Reunion Packages include [$] – [$] for each other family member over 20 people. 3. Additional adventures added to the packages start ranging from [$] – [$] per person. 4. Airfare is not included but can be worked out in the packages. 5. Some adventures do have age restrictions. 6. Check-in is at 2:00 PM, and check-out is at 11:30 AM. All fees are due at the time of booking unless paid monthly. Then a 25% down payment is due at the time of booking, which is non-refundable. 7. Cancellations are to be done seven days before arrival day unless an extreme emergency occurs, and then documentation is needed for proof. Any cancellations after seven days of arrival will lose payment made up to 50%.

Ms. Kristi Frey

Tour Guide Cover Letter Examples

Use these Tour Guide cover letter examples to help you write a powerful cover letter that will separate you from the competition.

Tour guides lead groups of people on tours of historical sites, museums, and other points of interest. They must be able to keep a group of people interested and engaged while also providing information about the site.

To get a job as a tour guide, you need to write a cover letter that showcases your communication and public speaking skills.

Check out the examples below to learn how to write a tour guide cover letter that will help you get the job.

Formal/Professional Writing Style Example

With a strong passion for travel and a deep appreciation for cultural exchange, I am certain that my background and skills align well with the requirements of a Tour Guide at your prestigious establishment.

I hold a Bachelor’s degree in Tourism and Hospitality Management from XYZ University, where I graduated with honors. During my studies, I completed a six-month internship at ABC Tours, where I acquired hands-on experience in guiding tourists and ensuring their satisfaction with our services. This opportunity allowed me to cultivate excellent communication and multitasking skills, which are essential for managing large tour groups with diverse backgrounds.

As a dedicated and detail-oriented individual, I have a proven track record of maintaining impeccably organized tour schedules and managing unforeseen challenges with ease. My commitment to customer satisfaction has consistently earned positive feedback and glowing reviews from clients. I am also fluent in three languages (English, Spanish, and French), which enables me to engage and interact with a wider range of tourists effectively.

Moreover, I am well-versed in various tour management software and technology, ensuring a seamless experience for both the company and clients. My proficiency in time management and adaptability allows me to thrive in fast-paced environments, while my exceptional interpersonal skills contribute to a friendly and welcoming atmosphere for all guests.

I am eager to bring my enthusiasm and dedication to your organization as a Tour Guide, ensuring memorable experiences for your clients while maintaining the highest professional standards. Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.

[Your Name]

Entry-Level Writing Style Example

As a recent graduate with a Bachelor’s Degree in History from XYZ University, I am excited about the opportunity to combine my passion for history and strong interpersonal skills in this role. I believe that my enthusiasm, educational background, and commitment to providing engaging and informative experiences for visitors would make me an excellent candidate for this position.

During my time at XYZ University, I honed my public speaking and presentation abilities while giving campus tours to prospective students and their families. In addition, my participation in the university’s drama club helped me to develop my storytelling and improvisational skills, which I believe will lend themselves well to connecting with and entertaining guests on your tours.

Furthermore, I have an extensive knowledge of local history and landmarks, having grown up in the area and actively participated in a number of historical societies and community events. I am confident in my ability to design and conduct tours that not only educate but also captivate and inspire visitors.

I am eager to contribute to your company’s dedication to creating memorable visitor experiences and would be grateful for the opportunity to meet with you to further discuss my qualifications. Thank you for considering my application. I look forward to the possibility of joining your team and contributing to the success of your tour program.

Sincerely, [Your Name]

Networking/Referral Writing Style Example

I was referred to this job by my good friend and former colleague, Jane Doe, who has shared her remarkable experiences as a Tour Guide with your company. Having worked closely with Jane in our previous job, I believe that her recommendation is a testament to my enthusiasm and passion for providing memorable experiences to guests.

With more than five years of experience in the tourism industry, both as a Tour Guide and Customer Service Representative, I have cultivated the essential skills needed to create engaging and enjoyable experiences for travelers. I am confident in my ability to build rapport with people from diverse cultures and backgrounds, accommodating their individual needs to ensure a comfortable and pleasant trip.

As a passionate and knowledgeable history buff, I have a comprehensive understanding of the local area and its significant historical sites. Through my engaging storytelling style, I can bring history to life while connecting it to the landmarks and attractions that define the unique character of our region.

Furthermore, I am fluent in English, Spanish, and French, and can effectively communicate with guests in their native languages, ensuring that all travelers feel welcome and engaged.

I am eager to contribute to the valuable work that your company does in promoting tourism and fostering meaningful experiences for visitors. Thank you for considering my application, and I am looking forward to the opportunity to discuss my suitability for the role in an interview.

Enthusiastic/Passionate Writing Style Example

Having always been captivated by the diverse history and mesmerizing charm of our city, I am eager to share these experiences with others in a truly engaging and dynamic way. I believe that being a Tour Guide is not just about passing on historical facts; it’s a role that requires creativity, storytelling, and an evident love of the city – elements which I possess in abundance.

As a naturally outgoing and approachable person, I excel in connecting with people and making them feel at ease. My communication skills are exceptional, allowing me to not only deliver information clearly but also to adapt to various audiences, ensuring that each tour is tailored to the interests and needs of the group. During my tenure as a volunteer guide at the Local History Museum, I constantly received commendations for my ability to spark curiosity and enthusiasm in our visitors, leading to an increase in repeat visits and positive reviews.

I am a fast learner, with a dedication to staying up-to-date on recent developments and historical finds in our city. My flexible schedule makes me a perfect fit for the varied hours associated with being a Tour Guide, and I am more than capable of handling large groups and managing time effectively.

In conclusion, I am confident that my passion for our city, combined with my strong interpersonal skills and commitment to providing meaningful experiences for visitors, make me an ideal candidate for the Tour Guide position. Thank you for considering my application; I eagerly look forward to the opportunity to contribute my enthusiasm and expertise to your team.

Problem-Solving Writing Style Example

Having researched your company’s recent customer feedback, I understand that the primary challenge faced by your organization is keeping up with the increasing expectations of a modern-day traveler, who appreciates not only an engaging and educational touring experience but also seeks personalized, tailored experiences. With my skills and experiences, I am confident that I can successfully address this challenge and contribute positively to your company.

As a seasoned guide with over five years of experience in the tourism industry, I strongly believe that excellent customer experiences are built on personalized connections, authentic storytelling, and a proactive approach to understanding customer preferences. My background in history and culture, combined with my fluency in multiple languages, has allowed me to create unique tours and provide relevant insights tailored to different types of audiences.

In my previous role at XYZ Tours, I created custom itineraries for travelers focusing on their individual needs, interests, and time constraints. This effort led to a 20% increase in customer satisfaction rates, as well as numerous positive reviews online. Moreover, I have honed my communication and interpersonal skills through regular interactions with tourists from diverse cultural and linguistic backgrounds, enabling me to adapt my approach to a wide range of client preferences.

Understanding that technology plays an ever-increasing role in the travel industry, I have actively upgraded my skills in social media marketing and virtual tour guide platforms, ensuring that I am well-equipped to meet the needs of today’s technologically-savvy travelers.

In conclusion, my combination of industry experience, knowledge of history and culture, adaptability, and proactive approach to addressing client needs makes me an ideal candidate for the Tour Guide position at your esteemed organization. I look forward to the opportunity to contribute to your team, providing exceptional and personalized touring experiences for your valued customers.

Storytelling/Narrative Writing Style Example

As I strolled along the cobbled streets of the beautiful European city, the warm sun kissed my face and the laughter of tourists filled the air. I found myself captivated by the vibrant energy and rich history that enveloped me. It was in that very moment, while exploring the hidden gems of a foreign land, that I realized my true passion: sharing stories and creating unforgettable experiences for others.

This passion has led me on countless adventures, from volunteering as a docent at local museums to organizing educational trips for school children. My background in history and my ability to connect with people from all walks of life have proven to be invaluable assets in these endeavors. As a natural storyteller with an insatiable curiosity, I have been able to captivate audiences and make learning a fun and engaging experience.

I believe that my unique blend of experience, enthusiasm, and communication skills make me the ideal candidate for the Tour Guide position at your organization. Not only do I possess the knowledge and expertise required to deliver informative and entertaining tours, but I also have a genuine love for sharing stories and creating lasting memories for visitors.

I am eager to bring my passion for storytelling and connecting with others to your team, and I am confident that my skills and experiences will contribute to the continued success of your organization. Thank you for considering my application. I look forward to the opportunity to further discuss how my background and passion align with your needs.

Contract Administrator Cover Letter Examples

Contract specialist cover letter examples, you may also be interested in..., paramedic supervisor cover letter examples & writing tips, emergency medicine physician cover letter examples & writing tips, user experience researcher cover letter examples, fashion editor cover letter examples & writing tips.

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Business Proposal Letter Template for Travel Agency

Table of Contents

The travel industry is a highly competitive market. With so many players in the industry, it can be challenging for a travel agency to stand out and win new clients. Creating a business proposal letter is an effective way to attract new business. It should outline the services and benefits the agency can provide to prospective clients. In this article, we’ll provide a detailed guide on how to write a compelling business proposal letter sample for travel agency.

What Is a Business Proposal Letter?

A business proposal letter is an official document that outlines the services or products a company offers to a prospective client . A business proposal letter aims to introduce the company and its offerings to the client. And also to request to do business with the client. A well-written business proposal letter can help a travel agency win new clients and establish long-term partnerships.

Key Elements of a Business Proposal Letter for a Travel Agency

Introduction

The introduction of a business proposal letter for a travel agency should be brief and engaging. It should introduce the travel agency and highlight its experience and reputation in the industry. The introduction should also establish the letter’s purpose and express interest in doing business with the client.

Company Overview

The company overview section should provide more details about the travel agency, including its history, mission statement, and values. This section should highlight the agency’s unique selling points and competitive advantages. The agency should emphasize its experience, the range of services, and its commitment to customer satisfaction.

Target Audience

In this section, the travel agency should describe its target audience. It should explain the types of clients it serves and the specific needs and requirements of those clients. The agency should also provide examples of past clients and highlight how it has helped those clients meet their travel needs.

Travel Services

The travel services section should provide a detailed overview of the agency’s travel services. This section should be organized straightforwardly and should include the following information:

• Airfare: The agency should describe its airfare services, including the types of flights it offers, its booking process, and any special offers or promotions.
• Hotel bookings: The agency should describe its hotel booking services, including the types of accommodations it offers. It should also add its booking process and any special offers or promotions.
• Car rentals: The agency should describe its car rental services, including the types of vehicles it offers and its rental process. This should include any special offers or promotions.
• Cruises: The agency should describe its cruise services, including the types of cruises it offers, its booking process, and any special offers or promotions.
• Customized travel packages: The agency should describe its services, including the types of packages it offers. It should add its planning process and any special offers or promotions.

Competitive Advantage

In this section, the travel agency should describe its competitive advantage. It should explain why clients should choose its services over those of its competitors. The agency should highlight its unique selling points and demonstrate how it can add value to the client’s travel needs.

Client Testimonials

Including client testimonials in a business proposal letter can help to build reliability and trust with the client. The agency should provide testimonials from past clients that highlight the quality of its services and the satisfaction of its clients.

Call to Action

The call to action is a critical component of a business proposal letter for a travel agency. Your agency should clearly state what it wants the client to do next. The call to action should be specific and actionable, such as scheduling a meeting or signing a contract.

Tips for Writing a Business Proposal Letter Sample for Travel Agency

Here are guidelines to help you write an effective proposal letter that will help you win new business:

Start With a Good Opening

The introduction is the person’s first impression of your travel agency. Making the first sentence count is essential to writing a solid introduction that grabs the reader’s attention. Start by telling them about your travel agency and what makes you different.

Describe What You Do

In the letter’s body, give a clear summary of the travel services you offer. This includes flights, hotel reservations, car rentals, cruises, and travel packages made just for you. Make sure to highlight any services you offer that differ from your competitors.

Know Who You’re Talking To

Personalize your proposal letter for your audience. Who are you pitching to? A person or a business? Before you pitch to a company, find out what kind of travel services they might need in their industry. If you know who you’re writing to, you can make sure your proposal letter fits their needs. This increases your chances of getting new business.

Provide Testimonials

Testimonials from happy customers can be a powerful way to convince people to use your travel agency. Ensure to include good comments from past clients and point out any specific benefits they got from using your services.

Make Prices Clear.

Regarding travel services, the price can be an important way to get new customers. Be clear about setting your prices and how much each thing will cost. If you have special deals or discounts, make sure they stand out.

Show How You Stand Out From the Rest

What makes your travel agency different from the other ones? Be sure to show off what makes you different. It could be excellent customer service, unique travel packages, or exclusive partnerships with airlines and hotels.

Do Something

Ask the reader to do something at the end of your proposal letter. Encourage the person to set up a meeting or contact you if they have any questions. Give them your contact information and tell them when you can be reached.

Be sure to check your proposal letter for spelling and grammar mistakes before you send it. Simple mistakes can undermine a well-written proposal letter. Review and edit your letter to make sure it looks polished and professional.

Business Proposal Letter Sample for Travel Agency

Dear [Client Name], We are pleased to present our proposal to offer our travel services to your esteemed organization. Our company, [Travel Agency Name], has been in the travel industry for over [Number of Years], providing exceptional travel services to our clients.

At [Travel Agency Name], we understand that travel is an essential part of life, whether for business or pleasure. That’s why we strive to offer personalized travel services that meet our client’s unique needs and preferences. Our team of experienced travel experts is dedicated to providing top-quality service to our clients. We offer various travel services, including airfare, hotel bookings, car rentals, cruises, and customized travel packages. We are committed to providing exquisite service to our clients, ensuring that every aspect of their travel experience is enjoyable and stress-free.

Our target audience includes individuals, families, and corporate clients who require top-notch travel services. We have worked with clients in various industries, including finance, healthcare, and technology. Our clients trust us to provide exceptional service and value, and we take pride in exceeding their expectations. Our travel services are designed to provide convenience, comfort, and affordability. We work with various airlines, hotels, and car rental companies to ensure that our clients get the best deals on their travel bookings. We also offer customized travel packages tailored to our client’s unique needs and preferences. Our airline believes that our competitive advantage lies in our commitment to providing exceptional service to our clients. We understand that every client has unique travel needs and preferences, and we work hard to meet those needs. We also offer competitive pricing and special promotions to make sure that you get the best value for their money. But don’t just take our word for it – here’s what some of our clients have to say about us: [Testimonial 1] [Testimonial 2] We would love to work with your organization and provide you with the best travel services possible. If you have any questions or would like to schedule a meeting to discuss our proposal further, please don’t hesitate to contact us. Thank you for considering [Travel Agency Name] for your travel needs. We look forward to hearing from you soon. Sincerely, [Your Name] [Travel Agency Name]

In today’s competitive travel industry, standing out is more important than ever. You can showcase your unique services by crafting an effective business proposal letter . You can also demonstrate why your travel agency is the right choice for potential clients. So take the time to craft a thoughtful and persuasive proposal letter, and watch as your travel agency grows and thrives. With the right approach, your travel agency can become the go-to choice for individuals and companies looking for top-quality travel services.

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Travel Proposal

Introduction.

The Problem

Our solution, 1. corporate travel management.

2. Entertainment and Music Touring

• VIP services handled with ultimate discretion.
• Last-minute and complex itineraries handled with ease.
• Group production blocks at hotels.
• VIP relations with airlines for special requests and baggage. [Add special features]

3. Dream Vacation

• In-depth local and experiential travel.
• Customized and personalized vacation planning.
• Private touring with the top guides available.

Your Benefits

• [Easy and hastless procedure]
• [Stay in the best hotels around the world]

Package Overview

Client testimonials.

Terms and Conditions

• Payment Terms: All forms of payments are to be done in USD through [Mode of Payment] . Payments once done are non-refundable. The payments are used to make proper reservations and they would help you get through the travel smoothly.
• Modifications: All forms of modifications made to the itinerary must be made at least [Number of Days] in advance. This will help us to sustain the changes in proper timing. Payments and Pricings are subjected to all forms of changes.
• Confidentiality: We ensure that any information provided by [Client Company] will be treated with confidentiality and will be accessed and handled by our authorized agents.
• Warranty: All carriers, hotels, in-city travels, and such other services are independent contractors of [Company Name] . We are not responsible for the errors and omissions made by these services, neither are we responsible for the additional expenses. The least we could do is help you make new reservations.

Acceptance and Signature

Free Travel Proposal Templates

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Tour Coordinator Cover Letter Example

Writing a tour coordinator cover letter requires attention to detail to showcase your skills and qualification for the job. It’s an important part of the application process, as it provides a brief yet comprehensive introduction to your profile. A well-crafted cover letter will help you stand out from other applicants, and make a great impression on potential employers. With the right guidance and tools, you can easily create a cover letter that is both effective and professional. This guide will provide you with useful tips and an example of a tour coordinator cover letter to help you get started on your own.

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Tour Coordinator Cover Letter Sample

Dear [Hiring Manager],

I am writing to apply for the Tour Coordinator position at [Company Name]. I am a highly organized, hardworking, and detail- oriented individual with a passion for planning and organizing successful trips and tours.

My experience in this field began when I completed a Bachelor of Tourism and Hospitality Management Degree at the University of [State]. During my studies, I worked as a tour guide and developed my skills in coordination and customer service. I am comfortable leading tours, managing travelers, and organizing all the necessary logistics.

In my current role as a Tour Coordinator at [Company Name], I am responsible for handling all aspects of tour planning and management. This includes coordinating itineraries and schedules, booking travel arrangements, and handling customer service inquiries. I have also implemented a variety of initiatives that have improved customer satisfaction, including streamlining the check- in process and introducing digital payment options.

I am confident that I can bring the same level of enthusiasm, efficiency, and organization to your company. I am available for interviews at your convenience and look forward to discussing the role further with you.

Thank you for considering my application.

[Your Name]

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What should a Tour Coordinator cover letter include?

A tour coordinator cover letter should provide a succinct summary of your qualifications, skills, and experience. It should explain why you are interested in the position and illustrate how you can best contribute to the company’s success.

The letter should also explain why you are the best candidate for this position and how your skills, experience, and qualifications make you an ideal fit. This should include highlighting any related certifications, any relevant travel knowledge or experience, as well as any customer or project management experience.

In addition, it is important to talk about your passion for travel, customer service, and providing an outstanding experience for tourists. Showcasing your creative problem- solving abilities and enthusiasm for helping people can help you stand out from the competition.

Finally, make sure to provide a call to action that encourages the hiring manager to contact you for further information. Be sure to include a professional email address and a phone number, as well as a link to your online portfolio or website.

Tour Coordinator Cover Letter Writing Tips

Cover letters are often the first impression an employer has of a job applicant. As such, it’s essential for tour coordinators to craft a compelling and professional cover letter that makes a great impression. Here are a few tips for writing an effective tour coordinator cover letter:

• Research the company: Researching the company that you are applying to is a key step in writing a great cover letter. Learn as much as you can about the company and the position that you are applying for. This information will give you insight into the company’s values, mission and culture.
• Be specific: Make sure that your cover letter is tailored to the specific position you are applying for. Show the employer that you are knowledgeable and passionate about the position.
• Highlight your qualifications: In a cover letter, it’s important to highlight your qualifications and skills that make you an ideal candidate for the position. Be sure to include any relevant tour coordinator experience and training.
• Show enthusiasm: Show the employer that you are excited about the position and why you want to work for their company. This will demonstrate your enthusiasm and passion for the job and give the employer a better sense of who you are.
• Follow the instructions: Before submitting your cover letter, make sure to read and follow all instructions that the employer has provided. This will ensure that your cover letter is error- free and that you have presented yourself in the best possible light.

By following these tips, tour coordinators can ensure that their cover letters stand out from the competition and make a great impression on employers.

Common mistakes to avoid when writing Tour Coordinator Cover letter

When it comes to writing a Tour Coordinator cover letter, it is important to avoid common mistakes if you want to make a good impression on potential employers. Here are some of the most common mistakes to avoid when writing a Tour Coordinator cover letter:

• Not doing the research: A generic cover letter won’t show potential employers that you are familiar with the company and the job you are applying for. Take the time to research the position and the company, and use this information to create a cover letter tailored to the position you’re applying for.
• Not addressing the cover letter to the correct person: Be sure to address your cover letter to the correct person, such as the hiring manager or the person responsible for hiring tour coordinators. Doing this will show that you have taken the time to research the company and position.
• Not emphasizing relevant experience: Your cover letter should emphasize your relevant experience in the tour coordinator role and give examples of how you have used your skills in past roles.
• Not proofreading your cover letter: It is important to take the time to proofread your cover letter and ensure there are no spelling errors or typos. A mistake- free cover letter will show potential employers that you are detail- oriented and pay attention to the small details.
• Not using an appropriate tone: Your cover letter should be written with a professional and courteous tone. Avoid using overly casual language or slang words, as this will not create a good impression.

By avoiding these common mistakes, you can create a convincing and professional Tour Coordinator cover letter that will make a great impression on potential employers.

Key takeaways

Writing a cover letter for a Tour Coordinator position is an important step in the job application process. A well- crafted cover letter will help you stand out from other applicants and make a strong impression on potential employers. Here are some key takeaways for writing an impressive Tour Coordinator cover letter:

• Highlight your experience: Focus on past experience that demonstrates your dedication to customer service and your ability to plan and coordinate events. Be sure to include details about any successful tours you’ve coordinated, and mention any awards you’ve received for your work.
• Showcase your skills: Be sure to include any specific skills that make you an ideal candidate for the Tour Coordinator position, such as excellent communication and organizational abilities.
• Share your passion: Talk about your passion for travel and why you are excited to be a Tour Coordinator. This will help employers get a sense of your enthusiasm and commitment to the job.
• Keep it concise: Cover letters should be no longer than one page. Make sure your cover letter is concise and to the point, focusing on the important details that will make employers take notice.
• Follow up: Make sure to include contact information and a call to action at the end of your cover letter. This will give employers an easy way to reach out to you if they are interested in learning more.

Frequently Asked Questions

1. how do i write a cover letter for an tour coordinator job with no experience.

Writing a cover letter for a Tour Coordinator job with no experience can be challenging, but there are a few things you can do to make your letter stand out. First, highlight any experience you have in customer service, sales, or hospitality that could be applicable to the role. Next, emphasize any skills or qualifications you possess that could be beneficial to the role, such as being organized, having a keen eye for detail, or having excellent communication skills. Finally, make sure to emphasize your enthusiasm for the role and your commitment to doing whatever it takes to ensure a successful tour experience.

2. How do I write a cover letter for an Tour Coordinator job experience?

When writing a cover letter for a Tour Coordinator job with experience, it’s important to highlight the specific accomplishments, skills, and qualifications that you possess that make you the ideal candidate. Begin your letter by emphasizing your experience in customer service, sales, or hospitality, and the success you had in each role. Next, be sure to call out any achievements you had in your previous roles, such as increasing bookings or customer satisfaction ratings. Finally, be sure to emphasize your willingness to adapt and grow with the role, and your commitment to providing the best possible tour experience.

3. How can I highlight my accomplishments in Tour Coordinator cover letter?

When highlighting your accomplishments in a Tour Coordinator cover letter, it’s important to focus on the specific successes you had in past roles. Begin by calling out any awards or recognitions you received for your performance, such as customer satisfaction ratings or bookings increases. Next, emphasize any unique skills or qualifications you possess, such as your ability to speak multiple languages or your familiarity with the local area. Finally, be sure to emphasize any additional ways you can provide value to the role, such as your ability to work with a diverse group of people or your understanding of the latest tour industry trends.

4. What is a good cover letter for an Tour Coordinator job?

A good cover letter for a Tour Coordinator job should emphasize the skills, qualifications, and accomplishments that make you the ideal candidate for the position. Begin your letter by expressing your enthusiasm for the role and the value you can bring to the position. From there, be sure to call out any past successes you had in customer service, sales, or hospitality roles, such as booking increases or customer satisfaction ratings. Next, emphasize any unique skills or qualifications you possess, such as your ability to communicate in multiple languages or your familiarity with the local area. Finally, emphasize your commitment to providing the best possible tour experience, and your willingness to adapt and grow with the role.

In addition to this, be sure to check out our cover letter templates , cover letter formats ,  cover letter examples ,  job description , and  career advice  pages for more helpful tips and advice.

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Tour Guide Cover Letter Example: 4 Templates

Here are a few templates for tour guide cover letters, and you can choose any of them on the basis of your requirement. A cover letter is basically a form of a job application that is a single sheet of paper with all of the basic documents, such as the candidate’s working skills, educational qualifications, etc.

Letter Template: 1

Table of Contents

Tour Guide Cover Letter

James Brown

238 Broadway

United States

The HR Manager

XYZ Company

354 F 63rd Street

Subject- tour guide cover letter

Respected sir/ma’am,

With over four years of working experience as a tour coordinator, I [mention the name of the sender] am writing this letter in regard to my interest in applying for this job position of [mention the name of the job position] in [mention the name of the hiring company]. I have attached my curriculum vitae with this letter and I hope that you will accept this letter as a legitimate form of job application for this job in your reputed company.

As I have also worked in the same place, I can assure you that I will be the perfect fit you can find for this job as I have the responsibilities like greeting and welcoming customers to the tour, informing the customers about the details for each tour, planning itineraries in accordance with the weather forecast and the length of each tour, scheduling visits and purchasing tickets to museums, galleries, parks, and other attractions ahead of time, planning alternate activities of the events which might get canceled due to weather or any other reasons, etc.

Apart from my responsibilities, I have also been able to grow proper skills like ability to work during weekends, outstanding organizational, time management, and improvisation skills, excellent conversation skills along with the capacity to stand and walk for a long period of time. I would also like to inform you that I completed my High school from [mention the name of a school] and after that, I have completed my graduation in business administration from [mention the name of a college].

I hope that my working skills and experience, along with my proper educational background, will match your company’s requirements and I will be able to get this job in your company. Thank you so much for your time and effort. I really appreciate it.

[handwritten signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

I am submitting this application along with my resume to express my sincere interest in the vacant job position of [mention the name of the job position] in [mention the name of the hiring company]. My name is [mention the name of the sender] and I am very excited to be applying for this job position in your company.

I would like to inform you that previously I used to work at [mention the name of another company] as a [mention the name of the job related to this job] for over 3 years and I strongly believe that with my proper working skills and experience I will be able to grab this job position smoothly. 

In my previous job I was responsible for gathering and maintaining the requisite equipment for each tour, familiarizing customers with each region or establishment, encouraging the guests to apply sunscreen regularly and remain hydrated according to the situation, directing the customers to other non-competing services which might be of interest to them, scheduling visits for the customers, giving full details to the customers about their tour etc.

Working in the same field, I have also been able to gain experience and proper working skills like outstanding organizational, time management, and improvisation skills, along with excellent conversational skills with a knack for storytelling, etc. I am very passionate about traveling and I truly love my job. Last I completed my bachelor’s degree in [mention the name of a course related to this job].

Thank you so much. I hope that you will reach back to me soon.

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