You have written and delivered a sales proposal to a prospective client, and you have won the contract. Congratulations!
But the odds are that you didn’t put all the useful information you have into the proposal.
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For one thing, if you included everything you know, the client’s eyes would glaze over at the number of pages. For another, a very thick proposal might appear so intimidating that the client would simply skip over it in favor of competing proposals that are easier to thumb through.
You probably have additional information that will benefit a third party, such as the ultimate recipient of your goods or services, or a third party that will be affected by a process or the end result of the project.
So why not put together an additional information packet you can distribute to these third parties and thus provide more value, gain more name recognition, and potentially land more business? You can even suggest these information packets as a bonus service within your initial sales proposal, thereby winning more points with the prospective client.
So, what should go into an information packet? The contents would vary by the types of business and the proposed projects, but the basic answer is: any details that are specific to the project or your business that you didn’t include in the proposal, and any information that is important for third parties to know.
Take, for example, a company selling pest control services for commercial outlets such as office buildings and apartment complexes. The sales proposal would follow the standard order and include the standard contents, which would typically be a Cover Letter, Title Page, Executive Summary, Goals and Objectives, Services Provided, Services Cost Summary, Options, Assessment, Recommendations, Company History, and References. This proposal would be sent to management companies that would contract with the pest control company.
Then the pest control company would be smart to create an information packet that the management company could provide to their tenants – the individual office or apartment residents. The information packet would explain the process the pest control workers will use, give instructions on how to prepare for the process, and provide any needed warnings. The information packet would also have the company contact info on it and would be an additional sales piece that would be left behind with each resident as well as with the property managers.
For example, in our pest control case, the information packet would use topics like the following:
Cover Letter – A brief explanation of why recipients are receiving the packet along with company contact information.
What You Can Expect – An explanation of the process. This will help the residents plan for the project.
Precautions – A description of issues the residents should be careful about, such as cleaning surfaces after a treatment and keeping pets and children away from traps.
Monitoring – Instructions about how to monitor the residence or office for new outbreaks.
FAQ – Answers to frequently asked questions.
An additional information packet works in all sorts of situations. For example, you might want to create an information packet that describes additional services or products you offer that you didn’t mention in your original proposal but that you feel the client or associates might be interested in. When a project will affect neighbors or other parties, you might want to create an information packet for those third parties – for example, a large building contractor might want to assemble information for neighbors explaining potential traffic disruptions and parking issues, noise, and so forth; a concert organizer might want to create a similar packet.