20 Things To Consider For Your Security Guard Proposal

security-guard-proposalWhen you are asked to submit a proposal for providing security guard service it can be both an exciting and anxious time.  Your proposal can get you excluded from consideration, invited for a formal presentation, or even win you a contract.  Anytime that you submit a security guard proposal you can typically expect stiff competition.  Fortunately, a well written proposal can help set you apart from the crowd.  So when you are invited to submit a proposal always take the time to craft a great response to make the best of the opportunity.

Elements of a Good Security Guard Proposal

Like many things, writing a security guard proposal is a process.  Part of that process requires that you follow five basic steps: 1) Know your product; 2) Know your prospect; 3) Know what you want them to do; 4) Write the first draft quickly; and 5) Write all of the easy stuff first.  Following those five steps will get you well on your way to drafting a great response.  But In addition to those steps, you should also consider the following:

  1. Include a Table of Contents:  In most cases security guard proposals are fairly lengthy.  In order to make it easy for the reader to find the information that they are looking for be sure to include a table of contents.  If you are using Microsoft Word adding a table of contents is relatively simple.
  2. Page Numbers: In addition to a table of contents always include page numbers to help the reader easily find information.
  3. Internal Links to Information: If you are submitting an electronic copy of your proposal, having a table of contents will easily allow your reader to click a particular section within the table to be taken directly to that section.  Also consider linking other text as necessary.
  4. Electronic Copy: When feasible, always submit an electronic copy of your proposal.  It makes it easier for the recipient to share your proposal.
  5. Executive Summary: A typical security guard proposal can easily exceed 25 pages.  Make it easy on your reader by submitting an executive summary of the information that your proposal contains.  If they would like to read more they can proceed to the relevant section in the proposal…using the links that you provide (See #3).
  6. Write from the Customer’s Perspective: Many proposals are written from the security guard company’s perspective and talk about what the company brings to the table. Rather, the proposal should specifically address the reader’s concerns and state how you will make the reader’s job easier and property safer.
  7. The “I” Perspective: In addition to writing from the customer’s perspective, remove as many of the following words as possible: we, me, us, I.  Replace them with: you, your, yours.  Doing so will convey more concern for the reader’s needs.
  8. Customization: Although it is easy to just substitute names and use the same proposal repeatedly…DON’T.  Take the time to customize each proposal to address the specific needs of the reader. Show them that you understand their problems and explain how you will address them.
  9. Additional Solutions:  In addition to security guard service ALWAYS include other solutions that you are capable of providing.  Security officers cannot solve every problem, so have a way to address some of the reader’s other challenges.
  10. Pictures of Uniforms: Always include high-resolution images of your uniforms and officers.
  11. Technology: Incorporating technology into your proposal is a must.  Whether that technology is reporting software, tour tracking software, or remote camera viewing customers want their vendors to provide innovative answers to help solve their problems.

    security-guard-software

    Security guard reporting software

  12. Media: In the digital age you should be leveraging as many tools as possible to differentiate your company.  If you are submitting an electronic proposal, don’t forget to link to any video, graphic, or published content that you have developed.
  13. Documentation:  Although this is a no-brainer, be sure to include an up-to-date copy of your license, insurance, resumes, and all other relevant certifications.
  14. References: When asked for references, include as many as possible.  Always use references that are similar to the property that you are bidding on.  Also include a brief description of  a problem that you have solved at the property or an accomplishment there.
  15. Tell a Story: Remember that people love stories.  Try to include at least one story that highlights a problem that you were able to solve for a similar client.
  16. Be Brief: A common fault in many proposals is that they use more words than necessary to express an idea.  In your proposals you should ruthlessly edit them to remove unnecessary words, redundant expressions, and any clichés.
  17. Include Reports: Include samples of the reports that you will be providing to the client, including any summaries, analytics, metrics, or key performance indicators.
  18. Include an Appendix: In keeping with the concept of being brief, try to put supporting documentation in an appendix that the reader can refer to as necessary.
  19. Use a Response Checklist: You are probably submitting your proposal in response to a request for proposal (RFP).  If so, make a checklist of all the requirements outlined in the RFP and check off each.  Also reference each item with a page number where it can be found.security-guard-proposal-checklist
  20. Have Easy to Understand Pricing: Lastly, make sure that you include a breakout of your pricing, including hourly wages, to help the reader understand what they are getting.

Although a well written security guard proposal does not guarantee that you will win a bid, it does give you the chance to differentiate yourself from your competition.  So make sure that it is clear, concise, persuasive, and speaks to the reader’s needs.

Are there other points that should be included on this list?  What are some of the mistakes that you’ve seen made in security guard proposals?  Please feel free to leave your comments below.

 

Security Guard Proposal CTA

 

By Courtney Sparkman

21 thoughts on “20 Things To Consider For Your Security Guard Proposal

  1. Marshall

    Greetings once again Courtney. You are a great writer. Thank you for sharing your knowledge! Can you provide a working copy of your proposal?

    Thanks in advance!

    Reply
    1. ORCadmin Post author

      Hi Marshall, thanks for taking the time to read the article. I will see if I can find an old proposal. But keep in mind what I sent out several years ago is not what security guard companies should be submitting now.

      Reply
  2. Glen Adriaanse

    Hallo Courtney. I must submit a proposal for railway security which should cover stations, railway company facilities, the rail lines ito cable theft and security on the trains itself.
    Hope you can assist with a draft proposal which cover all of the above and to include equipment, machinery, vehicles, technology, etc as well as a possible pricing schedule.
    Thanking you in anticipation.

    Reply
    1. ORCadmin Post author

      Hi Glen, thanks for taking a look at our blog. Unfortunately what you are asking for goes beyond the scope of what I would be able to do at this time due to time constraints. If you put one together I may have time to give it a quick review.

      Reply
  3. Denise

    Courtney,

    I love reading your article. I learn something new every time. I was wondering if you every used a proposal software. I am looking for something that will help keep my proposals organized. I seem to be recreating, or at least retyping, the same thing over and over. Do you have any knowledge or experience with proposal software and if so which one’s do you like? Or do you have a easy system I could use?

    Thank you

    Reply
    1. ORCadmin Post author

      Hi Denise, thanks for taking the time to visit our blog! Unfortunately I have not had any experience with proposal writing software. In terms of what my practice was, I developed 1 massive proposal with everything in it that described our company. That included pictures of every uniform type, every piece of equipment, vehicles, technology, etc. Then I would use that massive proposal as a template and just removed the sections that were not needed for the proposal I was working on at the time and replace customer names as necessary. It cut down on a lot of the time that I spent reproducing content! I hope that makes sense.

      If we put together a webinar to give some of the proposal software companies a chance to talk about their products would you be interested in that?

      Reply
  4. Hilton Z Ganyan sr

    I am too interested in your tip to make my company grow, i will be happy were you to send me a security business proposal kit respectfully HILTON GANNY owner of tcentfox inc service

    Reply
  5. Antony

    Hi Courtney,

    I am new to your blogs and I must say I find them very intriguing, if possible could you send me an old proposal just as reading material and reference which could help me. I know as you mentioned to it isn’t relevant with what’s being asked for now days but I believe it can be helpful.
    Thanks again

    Reply
  6. Gabriel G.

    Hi Denise,

    As some of the other commentators have said, you are an excellent writer and I love to read your publishings. If you ever have time, I’d love to get your insights on different things such as current evens and get your ideas and/or opinions about how to writeup different proposals and service contract agreements, etc. I’d also love to view one of your old proposals as well to get an additional insight into mine.

    Thanks!

    Reply
    1. ORCadmin Post author

      Hi Frank, thanks for reading the post. You can download a copy of the proposal at the bottom of the post. 😉

      Reply
  7. Pingback: 5 Tips For Attending a Security Guard Bid Conference

  8. Hemant singh

    Hi,
    I want to open a company of security guard services & I don’t have a information regarding company quation & company profile.

    Please, provide me this…information.

    Regards,
    Rohit

    Reply
    1. ORCadmin Post author

      Hi Hemant, thanks for reading our blog. Everything that we can share is located either in the blog or in our eBook that you can download to the right of this article. Thanks for stopping by and please subscribe to be updated when new articles are posted. 🙂

      Reply
  9. samuel oguche

    sir this is wonderful, do all u can to help my company with a brief proposal and a link to security gadgets .from nigerian

    Reply
    1. ORCadmin Post author

      Hi Samuel, you can download a proposal using the link at the end of the blog post. Good luck!

      Reply
    1. ORCadmin Post author

      Hi Samuel, unfortunately no we don’t but there are plenty of places that you can find online that do.

      Reply

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