Fillable Printable Sample Proposal Letter

Sample Proposal Letter

Header

(This would be your team letterhead with contact information for your client.)

Date

Mr. Ted Quinn

Nonprofit Agency Name

Street Address

Austin, TX 78728

Dear Mr. Quinn:

Our team enjoyed discussing the opportunity to assist Nonprofit Agency in developing a

plan to increase your volunteer productivity. As we agreed, we began work on this project

last week. We are submitting a proposed action plan for your review.

Background

On [date], we met and discussed the recent turnover of volunteers in your San Antonio

region and your recent acquisition of the Corpus Christi/South Texas region. We also

discussed your growing concerns regarding your volunteer recruitment and retention

practices. Increasing your volunteer base will allow Nonprofit Agency to serve more

needy clients throughout South Texas.

Initial research shows you to have one volunteer with seven years and another with three

years of tenure. You also recently "rehired" a volunteer who was previously with you for

three years. You have two new volunteers in your San Antonio region, and have not yet

started seeking volunteers in Corpus Christi.

Your volunteer recruitment practices include a standard newspaper advertisement and

personal interview. You offer a half-day training session for all volunteers. In that half-day

training you also provide literature about your agency and a 3-page "volunteer handbook."

Goals/Objectives

As you requested, our goal will be to develop a plan and present you with a number of

recommendations to increase your volunteer recruitment by 10% and improve your

volunteer retention by 20% within the next year. This plan will be accomplished through

the following steps:

1. An analysis of the volunteer recruitment practices in this area.

2. An analysis of recruitment and retention practices of other non-profit agencies.

3. A survey of current and past volunteers about effectiveness of volunteer training,

handbook, etc.

4. An evaluation of your one-half day training session and the training handbook.

5. A survey of past volunteers to identify reasons for decreased participation.

Ted Quinn Page 2 Date

Procedures

Meeting these objectives will require an open line of communication with current and past

volunteers. A letter of introduction from you will be helpful in gaining their cooperation. The

success of this project will be further enhanced if we could identify a liaison within your

organization to provide us with direction and answer questions as needed.

We will supply you with interim progress updates every two weeks. We invite you for a

presentation of our findings at ___p.m. on [DATE – see calendar for final presentation

date] at [LOCATION - classroom]. The written report will be submitted by [DATE – two to

three weeks after due to me to give you time to revise].

This project will provide you with support and guidance in reaching your goals for effective

recruitment and retention of volunteers. Please call me at XXX-XXXX with any comments

and suggestions for this project. If this proposal meets with your approval, please

authorize by signing below and (here you tell them if you want to be called to pick it up or

to come and meet with them or what you want the next action to be).

Sincerely,

Jane Smith

cc: Layla Garcia, Mark Jefferson, Rebecca Longoria

CLIENT Authorization

Signature:_______________________________________________

Date ___________________