Proposal template
A project or sales proposal with the problem, your approach, timeline, pricing and terms.
- ๐บ๐ธ US format ยท Letter size
- Free
Fill in what you need. The preview updates as you type.
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A proposal is not a contract
The timeline and pricing here are an offer. Once the client accepts, put the scope, payment schedule and acceptance criteria into a signed agreement. For a government RFP, follow the format and evaluation criteria in the solicitation.
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Proposal
| Proposal | Support help assistant for Acme Inc. | ||
|---|---|---|---|
| Prepared for | Acme Inc., Customer Support | ||
| Prepared by | Contoso Solutions | ||
| Contact | Taylor Kim, (555) 010-0000, taylor@example.com | ||
| Date | October 12, 2026 | Valid through | November 11, 2026 |
| The problem | About half of the tickets reaching Acme's support inbox are order status and return questions. Each agent handles 60 or more tickets a day and first replies now take over a day. |
|---|---|
| Our approach | We will add a help assistant to the website and the order emails that answers the repeat questions on its own. 1) Automatic answers for the 30 most common questions, including live order status 2) Anything it cannot answer goes to an agent with a summary attached 3) A monthly report of ticket types so the team can see what is changing |
| Deliverables | Help assistant live on the website and in order emails Answer library for 30 questions, editable by Acme staff Agent handoff with summaries in the existing help desk Monthly ticket report for 12 months |
| Timeline | Work |
|---|---|
| Weeks 1 to 2 | Review current tickets and write the 30 answers |
| Weeks 3 to 6 | Build the assistant and connect the order system |
| Weeks 7 to 8 | Trial with live traffic, fix what comes up |
| Week 9 on | Go-live and monthly reporting |
| Item | Basis | Price ($) |
|---|---|---|
| Assistant setup | 30 answers, 2 channels, order system connection | 6, |
| Monthly service | 12 months at $300 | 3, |
| Agent training | 2 sessions | 400 |
| Total | 10, | |
| Terms | 50% at signing, 50% at go-live. Monthly service billed in advance, net 15. Acme provides access to the help desk and order system within one week of signing. This proposal is valid through the date above; after that, pricing may change. |
|---|
October 12, 2026
Contoso Solutions
Signature: ______________________
How to use it
Start with the client's problem in their own terms, then your approach, then the deliverables one per line. Readers decide on those three boxes; the rest supports them. Type the timeline one row per line as "phase | work", and add pricing lines with a basis (12 months at $300) and a price in dollars. The table totals them.
Terms is where the payment schedule, what is excluded and the validity date go. The valid-through date also prints in the header so the client sees how long the price holds.
Things to watch
Whatever you write under timeline and pricing tends to become the contract once accepted. Leave anything you cannot commit to as "to be agreed" and move the detail into the signed agreement. Sales tax is not included in the pricing table unless you add it as a line.
Calculators that go with this
Frequently asked questions
What is the difference between a proposal and a quote?
A quote lists items and prices. A proposal explains the problem and your approach, then prices the work. If the client only wants numbers, use the quote template.
Should I include sales tax?
Add it as its own pricing line if it applies to your services in the client's state. Otherwise note under terms that prices exclude tax.
Can I use this for a government RFP?
Only as a draft. RFPs set their own section order, page limits and forms, and a response that ignores them is usually rejected.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.