[Proposal Name]

[Subtitle]

[Month Day, Year]

PREPARED FOR: [Client Name] [Client Contact Name] [Client Address] [Client City, State ZIP]	PREPARED BY: [Your Contact Person] [Your Contact Person Title] [Your Contact Person Phone Number] [Your Contact Person Email Address]

[Your Company Logo]

[Your Company Name]

[Your Company Address]

[Your Company City, State ZIP]

[Your Company Phone Number] | [Your Company Email Address] | [Your Company Website]

[Date]

[Client Contact Name]

[Client Name]

[Client Address]

[City, State ZIP]

Subject: Response to [Solicitation Title / Number]

Dear [Client Contact Name or “Evaluation Committee”],

On behalf of [Your Company Name], I am pleased to submit our response to [Solicitation Title / Number] issued by [Client Name]. We appreciate the opportunity to propose our services and demonstrate how we can deliver value, compliance, and results for your organization.

With over [X years of relevant experience] supporting [federal/state/local/commercial] clients, our team brings the proven expertise required to meet the objectives of this solicitation. Specifically, we offer:

[Strength #1] – e.g., proven past performance on similar projects.

[Strength #2] – e.g., technical expertise tailored to client requirements.

[Strength #3] – e.g., scalable team support to meet tight deadlines.

We are confident that our proposal reflects a strong understanding of your needs and a clear strategy to achieve successful outcomes. Most importantly, [Your Company Name] is committed to being a responsive, dependable partner throughout this engagement.

Please feel free to contact me directly at [Your Contact Person Phone Number]/[Your Company Email Address] if you have any questions regarding our submission. We look forward to the possibility of working together on this opportunity.

Sincerely,

[Signature Block if required]

[Your Contact Person]

[Your Contact Person Title]

[Your Company Name]

Table of Contents

Section 1: Executive Summary	1

H2 Informative Heading	1

H3 Subsection Topic Heading	1

H4 Supporting Detail Heading	1

H5 Inline Heading	1

Section 2: Company Overview	2

H2 Informative Heading	2

H3 Subsection Topic Heading	2

H4 Supporting Detail Heading	2

H5 Inline Heading	2

Section 3: Technical Approach	3

H2 Informative Heading	3

H3 Subsection Topic Heading	3

H4 Supporting Detail Heading	3

H5 Inline Heading	3

Section 4: Management Approach	4

H2 Informative Heading	4

H3 Subsection Topic Heading	4

H4 Supporting Detail Heading	4

H5 Inline Heading	4

Section 5: Project Approach	5

H2 Informative Heading	5

H3 Subsection Topic Heading	5

H4 Supporting Detail Heading	5

H5 Inline Heading	5

Section 6: Past Performance	6

H2 Informative Heading	6

H3 Subsection Topic Heading	6

H4 Supporting Detail Heading	6

H5 Inline Heading	6

Section 7: Pricing	7

H2 Informative Heading	7

H3 Subsection Topic Heading	7

H4 Supporting Detail Heading	7

H5 Inline Heading	7

Appendix (IF NOT USED - DELETE BEFORE SUBMISSION)	9

Customizing Your Proposal Template (DELETE BEFORE SUBMISSION)	10

Update Brand Colors	10

Use Default Styles	10

Update Headers & Footers	11

Use Search & Replace for Placeholders	11

Common Formatting Fixes	11

Accessibility Note	12

Section 1: Executive Summary

Purpose: Provide the “big picture” — why the client should choose you.

What to include:

The client’s problem or goal (show understanding of their priorities).

A summary of your solution — high-level benefits, not deep detail.

Measurable outcomes like cost savings, efficiency, compliance, risk reduction.

A closing statement positioning your team as the right choice.

Tip: Write this last. Keep it to 1–2 pages max.

Federal: Use evaluator language. Directly align with RFP evaluation factors (e.g., technical, management, past performance). Be formal, structured, and compliance-driven. “[Agency Name] requires a contractor to [requirement]. Our approach provides a compliant, low-risk solution that delivers measurable results in [timeline/budget].”

SLED: Emphasize local impact, efficiency, and cost-effectiveness. Highlight experience with schools, counties, or municipalities. Show you understand community needs. “[City/School/County] seeks a reliable partner for [need]. We help local organizations achieve results quickly, affordably, and with minimal administrative burden.”

Commercial: Be persuasive and benefit-focused. Stress ROI, differentiation from competitors, and business outcomes. “[Client Name] is seeking a solution to [business challenge]. Our proposal offers a proven, cost-effective approach that improves [efficiency, ROI, outcomes].”

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Section 2: Company Overview

Purpose: Establish credibility and show you’re a safe, qualified choice.

What to include:

Short background (years in business, industries served, capabilities).

Mission/values tied to client needs.

Certifications, credentials, or small business designations.

Past performance highlights.

Federal: Include required details (DUNS/UEI, CAGE code, NAICS codes, small business certifications). Show compliance with federal standards. “Registered in SAM.gov, [Your Company Name] is a [business size/certification] with DUNS/UEI [####] and CAGE [####].”

SLED: Emphasize regional presence, responsiveness, and cost-consciousness. Mention experience with state or local entities. “We have supported [state/local entity] projects in [region], focusing on cost-effective, community-centered delivery.”

Commercial: Focus on brand credibility, client trust, and proof of reliability. List recognizable client names if possible. “Trusted by clients such as [X, Y, Z], we bring proven results in [area] while maintaining flexibility to adapt to evolving business needs.”

Founded in [year], [Your Company Name] provides [services/capabilities] to [markets]. We combine industry expertise with a flexible approach designed for [federal/SLED/commercial] clients.

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Section 3: Technical Approach

Purpose: Show how you’ll solve the client’s technical or service-related challenges.

What to include:

Understanding of requirements.

Step-by-step approach to deliver the work.

Tools, methods, and processes.

Benefits/outcomes of your approach.

Federal: Explicitly tie every step to the Statement of Work (SOW) or Performance Work Statement (PWS). Use structured subsections that match the RFP. “Our solution directly addresses Section C requirements by providing [method]. Each task is mapped to RFP instructions, ensuring full compliance.”

SLED: Focus on practical, efficient, and budget-conscious delivery. Show how you’ll reduce admin burden for the client. “We provide a practical, cost-conscious approach that ensures [service] is delivered efficiently, with minimal disruption to day-to-day operations.”

Commercial: Highlight innovation, speed, cost savings, and competitive advantage. Write in a client-friendly, marketing-oriented style. “Our solution streamlines [process] through [method/tool], delivering faster implementation, reduced costs, and measurable performance improvements.”

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Section 4: Management Approach

Purpose: Show how you’ll organize people, resources, and timelines.

What to include:

Roles and responsibilities.

Org chart and reporting structure.

Oversight, quality control, and communication.

Risk management approach.

Federal: Emphasize compliance, oversight, and formal risk/quality frameworks (e.g., ISO, PMI, EVMS if relevant). “We apply PMI-based processes for risk management, quality assurance, and performance oversight in alignment with RFP evaluation criteria.”

SLED: Show lean, efficient team structures. Emphasize responsiveness and local accessibility. “Our lean team structure provides direct access to decision-makers, ensuring responsiveness and effective coordination with your staff.”

Commercial: Focus on flexibility, partnership, and ease of doing business. Stress client communication and service quality. “We emphasize collaboration, regular updates, and flexibility to adapt quickly as project needs evolve.”

Our management framework ensures accountability, clear communication, and timely delivery of all contract requirements.

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Section 5: Project Approach

Purpose: Show how you’ll execute this specific project.

What to include:

Milestones, timelines, and deliverables.

Dependencies and assumptions.

How you’ll measure success.

Federal: Use detailed timelines with contract deliverables, CLINs, or task orders. Explicitly address each requirement. “Each deliverable is tied to CLIN/task order requirements and integrated into a master schedule with internal and client checkpoints.”

SLED: Highlight realistic schedules that reduce disruption (important for schools/government offices). Emphasize resource efficiency. “We plan around academic/fiscal schedules, ensuring minimal disruption to operations while meeting all requirements on time.”

Commercial: Stress speed, scalability, and flexibility. Use visuals (timelines, roadmaps) to persuade. “Our phased approach allows rapid deployment with flexibility to scale as business priorities shift.”

We will deliver [project outcome] through a structured process that includes key milestones, checkpoints, and deliverables aligned with client goals.

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Section 6: Past Performance

Purpose: Prove you’ve done similar work successfully.

What to include:

Relevant projects (client, scope, value, duration, results).

Testimonials or references.

Measurable outcomes (on-time, on-budget, performance improvements).

Federal: Use Past Performance Information (PPI) format. Explicitly mirror evaluation criteria. Include CPARS ratings if available. “For [Agency], we completed [project], achieving [result]. Performance was rated [Outstanding/Very Good] in CPARS.”

SLED: Highlight regional projects and local client satisfaction. Emphasize reliability and public accountability. “We supported [Local Entity/School District] with [project], completing all deliverables on time and within budget.”

Commercial: Use case studies, client logos, and results-oriented stories. Stress ROI and value delivered. “For [Client], we provided [service], resulting in [improvement/ROI], strengthening long-term operations.”

“Our team has successfully delivered [service] for [client], achieving [result/outcome]. This experience demonstrates our ability to manage similar projects effectively.”

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Section 7: Pricing

Purpose: Show transparency, competitiveness, and value.

What to include:

Pricing tables or cost models.

Narrative explaining cost drivers.

Options (if allowed) for flexibility.

Federal: Be precise — align with Section B (pricing tables/CLINs). Must match solicitation format exactly. No deviations. “Pricing is presented in accordance with Section B and is fully traceable to the RFP requirements.”

SLED: Emphasize affordability and cost-effectiveness. Show awareness of taxpayer dollars. “Our pricing model ensures cost-effectiveness for taxpayer-funded budgets while maintaining quality and reliability.”

Commercial: Stress ROI, flexibility, and optional add-ons. Use persuasive language about value. “We provide flexible options that align with your budget while maximizing ROI and reducing long-term costs.”

Our pricing provides transparency, competitiveness, and clear value for the services proposed.

H2 Informative Heading

H3 Subsection Topic Heading

H4 Supporting Detail Heading

H5 Inline Heading

Table 1: Sample Table

Item	Description	Price Per Month	Total No. of Months	Total Price
Item 1	Cybersecurity Monitoring	$10,000.00	12	$120,000.00
Item 2	$XX.XX	$XX.XX
Item 3	$XX.XX	$XX.XX
Item 4	$XX.XX	$XX.XX
Item 5	$XX.XX	$XX.XX

Table 2: Sample Table

Requirement	Response

Appendix (IF NOT USED - DELETE BEFORE SUBMISSION)

Purpose: Provide supporting materials without cluttering the main sections.

What to include:

Resumes, certifications, forms.

Additional charts, graphics, or data.

Federal: Include every required form (SF forms, reps & certs, etc.). Keep them in the exact order listed in the RFP. “All required forms (SFs, reps & certs, compliance matrices) are included as attachments per solicitation instructions.”

SLED: Include compliance forms, local certifications, and insurance documents. “Required compliance forms, insurance certificates, and resumes are included to support eligibility and evaluation.”

Commercial: Add case studies, bios, and references — optional, but persuasive. “Additional case studies, resumes, and project details are included to illustrate our depth of experience and capabilities.”

Supporting documents are provided to ensure compliance and transparency.

Customizing Your Proposal Template (DELETE BEFORE SUBMISSION)

This template can be used for federal, state, local, education, or commercial opportunities. Replace solicitation details with customer- or industry-specific requirements. Use this quick guide to make it yours.

Update Brand Colors

To add and use your company’s brand colors in this template:

Go to Design → Colors → Customize Colors.

Add your company’s brand colors (primary + accent).

Save as a new theme (e.g., Company Brand Colors).

Apply it to the entire document:

Go to Design → Colors → and select your new theme.

Headings, tables, and shapes will not update to use your brand palette.

If something doesn’t change, check that it’s using a Style (e.g., Heading 1) instead of manual formatting.

For tables or shapes, go to Table Design → Shading/Border Colors or Shape Format → Shape Fill/Outline to apply theme colors.

If your document still shows random old colors:

Select the text/shape → go to Home → Clear All Formatting → reapply the correct Style.

Check Design → Colors again and confirm your theme is applied.

Make sure no direct (manual) font or highlight colors are set—everything should use Theme Colors (look for names like “Accent 1” or “Accent 2” instead of exact RGB/hex codes).

Use Default Styles

Right-click any text → Styles → Modify.

Update Heading 1, Heading 2, Normal, and Table Text, etc. to match your brand fonts and sizes.

Check “New documents based on this template” if you want these styles for all future docs.

Update Headers & Footers

Headers and footers often contain placeholders like client names, proposal names, solicitation numbers, and logos.

Double-click the header or footer area to edit.

Replace placeholders like [Client Name], [Proposal Name], [Solicitation No.], and [Date].

To insert your logo: Insert → Pictures → place and resize as needed.

To replace a logo image or another image: Right click on the image → Change Picture → Browse to Your File → Insert and resize as needed.

Use Search & Replace for Placeholders

Save time by replacing all placeholders in one step.

Press Ctrl + H (Windows) or Command + H (Mac).

In Find what, type the placeholder (e.g., [Client Name]).

In Replace with, enter the actual name (e.g., Acme Corporation).

Click Replace All.

Repeat for other placeholders:

[Proposal Name] → e.g., Cybersecurity Services Proposal

[Date] → e.g., March 10, 2025

[Solicitation No.] → e.g., RFP-2025-1234

Common Formatting Fixes

Weird spacing after paragraphs?

Go to Layout → Spacing → After = 0pt.

Numbering issues in lists or outlines?

Right-click the number → choose Restart at 1 or Continue Numbering.

If numbering jumps around, right-click → Set Numbering Value → manually set the correct start number.

For multilevel lists (e.g., 1.0, 1.1, 1.1.1):

Select the whole list.

Go to Home → Multilevel List → Define New Multilevel List.

Link each level to the correct style (Heading 1, Heading 2, etc.).

Once set up, numbering will automatically follow your headings.

Table misaligned?

Right-click → Table Properties → Autofit to Window.

Apply a consistent table style under Table Design.

Page breaks in the wrong place?

Use Ctrl + Enter to insert manual Page Breaks (instead of pressing Enter multiple times).

If the numbering keeps breaking, check that all headings and subheadings are using the correct Heading Styles (not manually bolded text). This is the #1 cause of “mystery numbering problems.”

Accessibility Note

For digital submissions, check accessibility (Alt Text on images, avoid color-only distinctions, and run Review → Check Accessibility).