How to Put Together an Effective MSP Business Proposal Template

If you’re looking to grow your business, you need to have a solid proposal template to pitch your IT services to potential clients. A good proposal template will help you showcase your value proposition, demonstrate your expertise, and persuade prospects to choose you over your competitors.

Often, it’s you against one or more IT businesses, and your proposal for services needs to be distinct. It needs to fit the customer’s needs like a glove.

So, how do you create an effective business proposal that stands out from the crowd? We’ll share some tips and best practices for putting together a winning managed services proposal that will help you close more deals and increase your revenue.

What Is an MSP Business Proposal Template?

An MSP business proposal template is a document that outlines the scope, deliverables, pricing, and terms of your managed services offering. It’s a tool that you can use to:

Communicate your value proposition
Explain how you can solve the client’s pain points
Convince them to sign a contract with you

A proposal template is not the same as a quote or an estimate. A quote or an estimate is a simple document that lists the services and prices that you offer, without going into much detail about the benefits or the process.

A proposal, on the other hand, is a more comprehensive and persuasive document that aims to build trust and rapport with the prospect and show them why they should choose you over other MSPs.

85% of business leaders say that customer value orientation is a critical success factor.

Why Do You Need a Business Proposal?

Having a business proposal template can save you time and effort when creating proposals for different clients. Instead of starting from scratch every time, you can use a template as a base and customize it according to the specific needs and preferences of each prospect.

A template can also help you maintain consistency and professionalism in your proposals. By using a template, you can ensure that your proposals have a clear structure, a coherent flow, and a compelling message. You can also avoid making mistakes or leaving out important information that could cost you the deal.

Last, but certainly not least, a template can help you improve your conversion rate and win more clients. A well-crafted proposal can showcase your value proposition, highlight your competitive advantages, and address any objections or concerns that the prospect might have. It can also create a sense of urgency and encourage the prospect to take action and sign the contract.

How to Create an Effective MSP Business Proposal Template

Creating an effective business proposal template is not a one-size-fits-all process. You need to tailor your template to suit your target market, your niche, and your brand identity. However, there are some general steps and guidelines that you can follow to create a template that works for you.

1. Define Your Target Audience

Before you start writing your proposal template, you need to know who you’re writing for. Here are some of the questions you should answer:

Who are your ideal clients?
What are their pain points, goals, challenges, and expectations?
What are their budget, timeline, and decision-making process?
How do they prefer to communicate and receive information?

By defining your target audience, you can craft a proposal that speaks directly to their needs and wants. You can also use their language, tone, and style to connect with them on an emotional level and build rapport.

2. Research Your Competitors

Another important step before writing your proposal template is to research your competitors. Here are some things to consider when doing that:

Who are the other MSPs that offer similar services in your area or industry?
What are their strengths and weaknesses?
How do they position themselves in the market?
How do they price their services?
What are their unique selling points?

By researching your competitors, you can identify gaps and opportunities in the market. You can also differentiate yourself from them by highlighting your value proposition, showcasing your expertise, and offering something extra or unique that they don’t.

3. Outline Your Proposal Structure

Once you have a clear idea of who you’re writing for and what makes you different from your competitors, you can start outlining your proposal structure.

Here is a business proposal template to get you started:

Cover page: This is the first page of your proposal that includes your company name, logo, contact details, and a catchy title or headline that summarizes the main benefit of your services.
Executive summary: This is a brief overview of your proposal that highlights the main problem that the client is facing, the solution that you’re offering, and the expected outcomes and benefits of working with you.
Introduction: This is where you introduce yourself and your company, explain why you’re qualified to provide the services that the client needs and establish credibility and trust.
Services overview: This is where you describe in detail the scope and deliverables of your managed services offering. You should explain what services you provide, how they work, what tools and technologies you use, and what results they produce.
Pricing: This is where you present your pricing model and options for your services. You should explain how you charge for your services (e.g., flat fee, hourly rate, per device), what’s included and excluded in each option, and what payment terms and conditions apply.
Case studies or testimonials: This is where you provide evidence of your past success and client satisfaction. You can include case studies or testimonials from previous or existing clients that showcase how you solved their problems, improved their situation, and delivered value.
Next steps: This is where you tell the prospect what they need to do to move forward with the project. You should include a clear call to action that invites them to sign the contract, schedule a meeting, or contact you for more information.
Terms and conditions: This is where you list the legal terms and conditions that govern the contract. You should include information about the duration, termination, renewal, liability, confidentiality, and dispute resolution of the agreement.

4. Write Your Proposal Content

Using the proposal structure as a framework, you can start writing your proposal content. Here are some tips to help you write a persuasive and engaging proposal:

Use clear and simple language that the prospect can understand. Avoid jargon, acronyms, or technical terms that might confuse them.
Use bullet points, headings, subheadings, and white space to break up your text and make it easy to read and scan.
Use charts, graphs, tables, images, or videos to illustrate your points and make your proposal more visual and appealing.
Use facts, figures, statistics, and data to back up your claims and demonstrate your value.
Use benefits-oriented language that focuses on how your services will help the client achieve their goals and solve their problems. Avoid features-oriented language that focuses on what your services are or how they work.
Use emotional triggers that appeal to the client’s pain points, desires, fears, or aspirations. For example, you can use words like “imagine”, “guarantee”, “save”, “increase”, or “transform” to create a positive or negative emotion in the client.
Use urgency and scarcity to motivate the client to act fast and sign the contract. For example, you can use phrases like “limited time offer”, “only a few spots left”, or “don’t miss this opportunity” to create a sense of urgency or scarcity in the client.

5. Proofread and Edit Your Proposal Template

The final step in creating your proposal template is to proofread and edit it for errors, typos, grammar, spelling, punctuation, and formatting. You want to make sure that your proposal is flawless and professional-looking before you send it to your prospects.

How to Use Your Business Proposal Template

Once you have created your business proposal template, you can use it as a base for creating proposals for different clients. However, you should not use it as a one-size-fits-all solution. You should always customize your template according to the specific needs and preferences of each prospect.

Here are some ways to personalize your template for each client:

Do some research on the client’s background, industry, goals, challenges, and expectations. Use this information to tailor your proposal to their situation and show that you understand their needs and wants.
Address the client by name and use a friendly and conversational tone. Make them feel like you’re talking directly to them and not to a generic audience.
Highlight the benefits and outcomes of your services that are most relevant and important to the client. Focus on how you can help them achieve their goals and solve their problems.
Include some references or examples of similar clients that you have worked with in the past or are working with currently. Show how you have helped them overcome similar challenges or achieve similar results as the client.
Add some personal touches or extras that make your proposal stand out from the crowd. For example, you can include a video introduction of yourself or your team, a free consultation offer, a discount coupon, or a bonus service.

Improve Your Value Proposition With a Little Expert Help

Creating an effective MSP business proposal template is not an easy task. It requires time, effort, research, and creativity. However, it’s worth it if you want to grow your business and win more clients.

If you need help with creating or improving your business proposal template, reach out to us today. We specialize in creating customized sales & marketing content for MSPs. We can help you craft a proposal that will impress your prospects and close more deals.

Do you currently use business proposals with your clients? Share your experience in the comments.