How to Write a Winning Proposal (Step-by-Step for Small Businesses)

Landing government contracts can transform a small business. Yet, many women- and minority-owned firms struggle to navigate proposal management effectively. The good news? Writing winning proposals isn’t just for giants with full capture teams—you can start building a strong, competitive edge by following a clear, step-by-step process. 

Step 1: Understand the Opportunity 

• Read the RFP/RFQ carefully and highlight requirements. 

• Match opportunity with your company’s core capabilities. 

• ✅ Pro tip: Use SAM.gov alerts so you never miss a fit. 

Step 2: Build a Capture Strategy 

• Identify the customer’s pain points. 

• Research competitors. 

• Plan your win themes early. 

Step 3: Assemble Your Proposal Team 

• Even if your “team” is just you, define roles: compliance checker, writer, reviewer. 

• Consider outsourcing proposal management if bandwidth is thin. 

Step 4: Focus on Compliance First 

• Many proposals fail simply because they miss a format, page count, or certification. 

• Create a compliance matrix. 

Step 5: Write with the Evaluator in Mind 

• Use clear, persuasive language. 

• Tie every feature to a benefit. 

• Insert past performance examples whenever possible. 

Step 6: Review & Refine 

• Conduct a “red team” review if possible. 

• If solo, ask a trusted peer to review. 

Step 7: Submit Early, Submit Confidently 

• Don’t let tech issues cause a missed deadline. 

• Double-check attachments and file naming. 

Winning government contracts starts with mastering the proposal process. But if this feels overwhelming, Valkyrie Solutions specializes in helping small businesses develop compliant, persuasive proposals that actually win.