HOW TO WRITE AN ATTRACTIVE COMMERCIAL PROPOSAL?

Accelerate your business with these expert tips on "How to write a compelling business proposal". Analyse and discover this TIP!

The commercial proposal is a key document in international transactions and must be rigorously prepared to avoid unnecessary compromises and misunderstandings with the client. The basic information to be included in the commercial offer is: name and description of the product, minimum order quantity, delivery conditions, unit and total price, and validity of the offer.

In addition, it is recommended that each company has a guide for preparing the commercial offer, including elements such as detailed analysis of the product, quantities, guarantees, price, shipping conditions, means of payment, delivery date, validity and special conditions. The offer must be clear, complete, firm and tailored to the situation and in the business language of the buyer's country.

Practical examples of commercial proposals

• EXAMPLE 1

An electronics company wants to export its products to a growing Asian market. To do so, it prepares a commercial proposal that includes a detailed description of each product, its unit and package price, minimum order quantities, delivery conditions and payment terms. In addition, it offers a complete after-sales service including quality guarantees, ISO 9000 audits and certifications required for the target market. The company also makes sure to include Incoterm terms to avoid misunderstandings on delivery and the responsibilities of each party involved.

• EXAMPLE 2

A sportswear manufacturer wants to expand its market and focuses on the European market. In its commercial proposal, it includes a detailed description of each product, its price per unit and package, minimum order quantity requirements and delivery terms. The company also offers customised services such as exclusive designs, logo printing and personalised brand labels.

To ensure quality and compliance with European standards, the company also offers product-specific certifications, such as the Oeko-Tex certification for clothing without harmful substances. The commercial proposal also includes information on the means of payment and the terms of validity of the offer.

• EXAMPLE 3

An IT service provider wants to expand its operations internationally. To do so, it prepares a detailed business proposal describing its services, the technologies used and the associated costs. The proposal also includes a detailed description of service levels and service level agreements (SLAs) to ensure quality and compliance with customer requirements. The company also offers customised software and hardware customisation services to meet the specific needs of each client. In addition, it makes sure to include detailed information on means of payment, terms of delivery and terms of validity of the offer.

How can Inteligencia Artificial (IA) help in writing a good business proposal?

ChatGPT can assist in writing a good business proposal by providing hints and tips for each of the elements necessary for an effective proposal. For example, for the product description, you can provide information on how to present the key features and benefits of the product in a clear and attractive way. For the pricing section, you can provide recommendations on how to calculate costs and set competitive prices.

In addition, ChatGPT can also provide information on best practices in writing the warranty and after-sales service section, as well as advice on how to choose the right payment terms. In short, ChatGPT can provide a comprehensive guide to writing a strong and effective business proposal.

The success of international operations requires rigour in day-to-day business. A poorly prepared offer represents an unnecessary commitment for the exporter, forcing him to comply with unclear terms, should the customer accept them.

The basic information that must be explicitly included in the tender is

• Name and description of the product, container and packaging.
• Minimum order quantity.
• Terms of delivery.
• Price per unit and total price.
• Validity of the offer.

The offer should be as complete as possible, firm and clear, in the commercial language of the buyer's country and adapted to each situation. It is advisable for each company to draw up a guide covering all the points that should be included in it. The following table proposes a model guide for the preparation of an international commercial offer.

ELEMENTS DETAILED ANALYSIS COMMENTS PRODUCT:

• Full definition.
• Composition.
• Materials used.
• Operating characteristics.
• 6- or 8-digit customs nomenclature.
• Standards of the buyer's country that are respected.
• Secrets of formulas or production processes should not be disclosed. Information should be limited to that which appears on product labels or in product manuals.

• QUANTITIES

• • Consumption unit.
  • Total units.
  • Price.
  • Volume.
  • Dimensions.
  • It is advisable to use Anglo-Saxon measures for English-influenced countries.

• GUARANTEES

• • After-sales services.
  • Quality assurance.
  • Insurance of use.
  • Certifications.
  • Approvals of the purchasing country.
  • ISO 9000 audits.
  • Certificate of origin.

• PRICE

• • Price per unit.
  • Total price.
  • Payment currency.
  • With indication of the Incoterm.
  • Quote in euros or dollars (USD).

• CONDITIONS OF ISSUE

• • Brand.
  • Packaging.
  • Palletisation.
  • Means of transport.
  • Barcode.
  • UPC system for North American-influenced countries.
  • No. of boxes and units per box.

• MEANS OF PAYMENT (SEE TIP)

• • SWIFT transfer
  • Irrevocable documentary credit, etc.
  • Duration of credit (30, 60 days)
  • Please indicate the 20-digit account number, SWIFT code and bank name. For certain customers, after receiving the order, it will be necessary to send a pro forma invoice.
  • Time needed to prepare the order, depending on available stock.

• DELIVERY

• • Delivery date.
  • Indicate the place of delivery, according to Incoterm.

• VALIDITY

• • Full date.

• SPECIAL CONDITIONS

• • Applicable law.
  • Competent court.
  • Arbitration clauses.
  • For certain countries, an offer is valid as a contract.