How to Write A Proposal Letter
How to Write A Proposal Letter
Understand the purpose of a proposal letter. Proposal letters are written letters to producers and publishers, asking them for an interview with you or another individual for their programs or newspaper articles. These letters are made to pique your interest enough to ask for more information. Offering a fresh story or an unusual angle to a current trend will improve the chances that your proposal will be accepted.
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Point to the appropriate medium. Take the time to study the publications and the medium that best suits your topic. It is important to find the most appropriate one before sending your proposal letter. Otherwise, you may be sending a good letter to the wrong publication or media outlet, which is a waste of time for everyone involved.
Explore the potential of the media. Familiarize yourself with the types of events they cover and whom they normally interview. Decide which is the best for you.
Show how this interview or article is related to your company and audience. If it is a means of local communication, relate it to your community. If it is a national publication, connect it with a recent trend or national interest.
Find the appropriate individual to whom to direct your proposal letter. Directing your letter to a specific person increases the likelihood that your letter will be read, as well as having someone in touch with you.
Spell your name correctly. It also includes the appropriate title. Making mistakes in these two areas damages your credibility and decreases the chances of being asked for more information.
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Pay attention to the suggested format and style. Although the format may vary a bit, the basic structure of a proposal letter is the same.
Limit your proposal to a page with margins of 2.5 cm. Keep your letter concise and direct to the point.
Use your words carefully. Be direct instead of elaborate. Do not say that they “should” interview you, instead invite them to take the opportunity.
Use your company’s letterhead. If you do not have a letterhead, be sure to send a well-designed letter that looks professional and clean.
Include the correct information. Failure to provide the appropriate information will cause your letter to be sent quickly to the trash.
Get your attention from the beginning of your proposal. Producers and publishers receive hundreds of proposal letters each week. Your letter needs to start with a strong hook that catches your attention and tempts you to keep reading.
List the basic details. This includes the “who, what, where, when and why” of your event or company. Do not pretend that they seek this information.
Leave your contact information in the last paragraph. Include your website, if you think it’s appropriate. Do it even if it is inscribed on your letterhead. Make it easy for the producer or editor to contact you.
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