Proposal template — 40 copy-paste bid proposals, sections and emails
A good proposal wins jobs a bare price would lose: it shows you listened, spells out the work, and makes saying yes easy. This page has full bid proposals for 15 kinds of job (janitorial, landscape maintenance, painting, remodel, HVAC maintenance, snow removal, pest control, photography, a one-page small job, recurring house cleaning, roof replacement, tree work, commercial windows, estate cleanout and pool service), copyable proposal sections including a cover letter, qualifications, references, warranty and insurance, tips for answering a formal bid request (RFP), good/better/best options, and emails for sending, following up and handling “can you go lower?”
Examples only, not legal advice. Contract and home-improvement rules vary by state; check yours.
An estimate answers “roughly how much?” A proposal (also called a bid proposal or service proposal) answers “what exactly will you do, when, for how much, and on what terms?” It sells the job as well as pricing it. A contract is the signed agreement; a proposal with a signature block, once signed, often works as one for small jobs.
Use a quick estimate for simple, repeatable jobs. Write a proposal when the job is large, when the client is comparing several companies, when a business, HOA or property manager asked for a bid, or when the scope needs to be spelled out. For ongoing work, follow the signed proposal with a service agreement.
What a winning proposal includes
Their problem in your words. One or two sentences that prove you listened. This is the part most competitors skip.
A specific scope with quantities, areas, frequencies and materials, not “bathroom remodel.”
Exclusions and assumptions, so the price means the same thing to both of you.
One clear total (or 2–3 options), with the main parts broken out.
Timeline, payment terms and a valid-until date.
Proof: insurance, license number, warranty, a photo or reference from a similar job.
An easy yes: a signature block and “or reply ‘approved’.”
Mistakes that lose bids
Sending a price with no scope. The client compares your number to a cheaper bid that includes less, and you lose.
Waiting a week to send it. Proposals sent within 24–48 hours of the walkthrough win more often; the client’s interest is highest right after the visit.
Ten pages of boilerplate. Busy clients read the first page and the total. Put the summary and the price up front.
No exclusions. “I assumed painting was included” is the most common start of a dispute.
Never following up. Many lost bids were never decided; the client just got busy. Follow up at day 3–4 and day 10.
Cutting the price instead of the scope when asked for a discount.
A worked example
A two-person cleaning company is invited to bid on cleaning a dental office. Their old habit was a one-line email: “$1,000/month, 3 nights a week.” This time they use the janitorial proposal above. It opens with what the office manager said mattered (restrooms and the waiting room, no disruption to patients), lists every task, says clinical surfaces stay with the office staff, and offers three options from $850 to $1,550.
They send it the same evening with a short email and a text heads-up, and follow up on day 4. The office manager picks the $1,150 middle option, even though another company bid $950. Her reason: “Yours was the only one that said exactly what you’d do.” The signed proposal plus a service agreement becomes the contract.
Proposal templates by business
Full plain-text proposals you can paste into an email, a Google Doc or your invoicing app. Names, numbers and dates in brackets are examples; use your own.
Commercial cleaning / janitorial proposal
The most-requested bid proposal for cleaning businesses.
PROPOSAL: JANITORIAL SERVICES
Prepared for: [Dana Ruiz, Office Manager, Ridgeview Dental, 1450 Main St, Suite 200]
Prepared by: [Bright Home Cleaning LLC] · [phone] · [email]
Date: [November 2, 2026] · Valid until: [December 2, 2026]
1. Understanding of your needs
You need evening cleaning of a 3,200 sq ft dental office (4 operatories, 2 restrooms, front desk, break room) without disturbing patients, with extra attention to restrooms and the waiting room.
2. Scope of work (3 evenings a week: Mon, Wed, Fri after 6 pm)
• Empty trash and recycling, replace liners
• Vacuum carpets, damp-mop hard floors
• Clean and disinfect restrooms, restock paper and soap (client supplies)
• Wipe front desk, door handles, light switches and break-room counters
• Operatories: floors and trash only (clinical surfaces stay with your staff)
Monthly: baseboards, vents, glass partitions
3. Price
$[1,150] per month (3 visits a week). Supplies and equipment included.
4. Terms
Invoiced monthly, due in 15 days. 30-day notice to cancel by either side. We are insured (general liability $[1M]) and our staff are background-checked.
5. Next step
Reply “approved” or sign below and we can start [Monday, November 16].
Accepted by: __________________ Date: ________
Lawn care / landscape maintenance bid proposal
For HOAs, property managers and commercial lots.
BID PROPOSAL: GROUNDS MAINTENANCE 2027
For: [Oak Hollow HOA, Board of Directors]
From: [Green Edge Lawn Care] · Valid 30 days
Scope (March 1 – November 30, 2027)
• Weekly mowing, edging and trimming of all common areas ([3.2] acres)
• Blowing of walks, drives and the clubhouse patio after each visit
• Shrub pruning: 3 times per season
• Bed weeding: every 2 weeks
• Spring and fall cleanup
• Irrigation start-up (March) and winterization (November)
Not included: tree work over 12 ft, plant replacement, snow removal (quoted separately).
Price: $[2,450] per month for 9 months ($[22,050] season total).
Optional: mulch install, [60] yards, $[3,900] one time.
Payment: monthly, net 30. Insurance certificate attached.
We’d be glad to walk the property with the board before you decide.
Interior or exterior painting bid proposal
Room-by-room scope prevents “I thought that was included.”
PAINTING PROPOSAL
Client: [Jordan Lee, 22 Birch Lane]
Contractor: [Fresh Coat Painting] · Lic. #[000000] · Valid until [Dec 1, 2026]
Scope
Exterior of the 2-story home: siding, trim, front door, garage door.
Prep: power wash, scrape loose paint, sand edges, caulk gaps, spot-prime bare wood.
Paint: 2 coats [Sherwin-Williams Duration] satin (body), semi-gloss (trim). Colors chosen by client before start.
Protection: plants, walkways and windows covered; daily cleanup.
Not included: rotted wood replacement (priced at $[45]/linear ft if found), deck, fence.
Timeline: about [5] working days, weather permitting.
Price: $[7,800], paint and materials included.
Deposit: $[1,500] to schedule. Balance due on completion and walkthrough.
Warranty: 2 years on peeling and flaking.
Signature: __________________ Date: ________
General contractor / remodel bid proposal
Lump sum with allowances for things the client still has to pick.
PROPOSAL: HALL BATHROOM REMODEL
Owner: [Sam & Alex Patel, 9 Cedar Ct]
Contractor: [Northline Builders] · Lic. #[000000] · Proposal #[2026-118]
Scope
• Demo existing tub, tile, vanity and toilet; haul away debris
• Install new tub/shower valve, curbless shower pan, cement board and waterproofing
• Tile shower walls to ceiling and floor (labor for up to [110] sq ft)
• Install vanity, top, faucet, toilet, mirror, lights and exhaust fan
• Patch and paint walls and ceiling
Allowances (client picks; we adjust up or down at cost)
Tile: $[1,200] · Vanity and top: $[900] · Fixtures: $[700]
Permits: included, pulled by contractor.
Schedule: start about [Jan 11, 2027]; about [3] weeks on site.
Contract price: $[18,400]
Payments: 10% at signing, 40% at start, 40% after tile, 10% at final walkthrough.
Changes: written change order before extra work (see change order template).
Owner: ______________ Contractor: ______________ Date: ______
HVAC or plumbing maintenance agreement proposal
For a business with several units.
PROPOSAL: PREVENTIVE MAINTENANCE PROGRAM
For: [Main Street Bakery, 120 Main St]
From: [Desert Air Heating & Cooling]
Equipment covered: 2 rooftop units (5-ton), 1 walk-in cooler condenser.
What we do
• Spring and fall inspection and tune-up of both rooftop units
• Filter changes every quarter (filters included)
• Coil cleaning once a year
• Cooler condenser cleaning every quarter
• Written report after each visit with photos
Program benefits: priority service within [4] hours, 15% off repairs, no overtime charge.
Price: $[1,680] per year, billed quarterly ($[420]).
Term: 12 months, renews unless either side gives 30 days’ notice.
To accept, sign below or reply “approved.”
Snow removal bid proposal
Per-push and seasonal options side by side.
SNOW REMOVAL PROPOSAL 2026–27
For: [Ridgeview Medical Plaza, parking lot approx. 40 spaces + walks]
From: [Green Edge Snow Services]
Service: plowing at [2]” accumulation, walks shoveled and salted, done by [6:30 am] for weekday openings.
Option A — per push: $[185] per plow visit; walks $[75]; salt $[95] per application.
Option B — seasonal: $[3,600] flat for Nov 15 – Mar 31 (unlimited plowing; salt included).
Liability: our general liability certificate attached. We log every visit with time and photos.
Payment: Option A billed monthly; Option B in 4 payments of $[900].
Please choose A or B and sign below by [November 10] so we can reserve your route.
Pest control service proposal
Quarterly service for a home or small business.
PEST CONTROL PROPOSAL
For: [The Garcia home, 6 Pine St]
Initial service: interior and exterior treatment, inspection of crawl space and attic, sealing of [3] entry points found during inspection — $[195].
Ongoing: quarterly exterior barrier treatment, interior on request — $[115] per visit.
Covered pests: ants, spiders, roaches, silverfish, earwigs, mice (monitoring stations).
Not covered: termites, bed bugs, wildlife.
Free re-service between visits if covered pests return.
No long-term contract; cancel any time with notice before the next visit.
Event or photography service proposal
For one-off events with packages.
PROPOSAL: WEDDING PHOTOGRAPHY
For: [Maya & Chris] · [June 12, 2027] · [Lakeside Lodge]
Package: 8 hours of coverage, 2 photographers, online gallery of 600+ edited photos, print release.
Timeline: getting ready → ceremony → portraits → reception through first dance and cake.
Delivery: preview in 1 week, full gallery in 6 weeks.
Price: $[4,200]
Add-ons: engagement session $[450]; album $[750]; extra hour $[300].
Retainer: $[1,000] to hold the date (non-refundable); balance due 2 weeks before the wedding.
This date is held for you until [November 15].
Short one-page proposal for a small job
When a full proposal is overkill.
PROPOSAL — [Handy Pro] for [Jordan Lee]
Job: install 3 ceiling fans (existing boxes), mount 1 TV (65”, hide wires in wall), replace 2 exterior lights.
Price: $[685], labor only (you supply fans, mount and lights) — or $[1,140] with the fixtures I recommended.
When: [Tuesday, Nov 10], about 6 hours.
Payment: due when the work is done; card, Zelle or check.
Valid for 30 days.
Reply “yes” to book.
Proposal sections you can copy
Building blocks for your own proposal. Use the ones the job needs, in this order.
Opening / understanding of the job
Show you listened before you show the price.
Thank you for the chance to bid on [the hall bathroom remodel]. From our walkthrough on [October 28], you want [a walk-in shower instead of the tub, more storage, and the work finished before your family visits in March]. This proposal covers exactly that.
Scope of work
List what you will do, in plain words.
Scope of work
• [Task 1, with quantity or area]
• [Task 2]
• [Task 3]
• Cleanup: [daily / at the end of each visit]
• Disposal: [all debris hauled away]
Exclusions (what is not included)
The section that prevents most disputes.
Not included in this proposal: [permits / painting / moving furniture / repairs to hidden damage found after demo]. If any of these are needed, we’ll price them in writing before doing the work.
Assumptions
What your price depends on.
This price assumes: [the subfloor is sound], [clear access to the work area during working hours], [water and electricity available on site], and [no more than 110 sq ft of tile]. If conditions are different, we’ll tell you before going further.
Timeline
Dates or durations, plus what moves them.
Timeline: we can start the week of [January 11, 2027]. The work takes about [3 weeks] on site. Weather, special-order materials and client changes can move the finish date; we’ll update you right away if that happens.
Payment terms: [10]% deposit at signing to reserve your start date, [40]% at start, [40]% when [tile is complete], and [10]% after the final walkthrough. We accept check, ACH and card ([3]% card fee).
Valid-until and price-change line
Protects you when material prices move.
This proposal is valid until [December 2, 2026]. After that date we may need to update prices for materials and scheduling.
Acceptance and signature block
Make saying yes easy.
Acceptance
By signing, you accept this proposal, its scope, price and terms.
Client name: __________________
Signature: __________________ Date: ________
[Business name] representative: __________________ Date: ________
You can also accept by replying “approved” to this email.
Good / better / best options
Giving three options often wins more jobs than one price. Most clients pick the middle one.
Three-tier option for a cleaning bid
Use as the line under your pricing table.
Option 1 — Essential: weekly cleaning of all common areas — $[850]/month
Option 2 — Standard (most chosen): Essential + restrooms deep-cleaned weekly + monthly baseboards and vents — $[1,150]/month
Option 3 — Premium: Standard + daily trash pickup + quarterly carpet cleaning + window interiors — $[1,550]/month
Three-tier option for a contractor or repair bid
Use for repair and remodel bids.
Option A — Repair: patch and repaint the damaged section — $[1,200]
Option B — Replace (recommended): replace the full wall section and trim, match paint — $[2,600]
Option C — Upgrade: replace and add [insulation and a new window] — $[4,900]
Each option includes cleanup and our 1-year workmanship warranty.
Option note to put under the table
Helps the client choose without a call.
Not sure which to choose? Most clients with [a home your size] pick Option 2. It covers [what matters most] without paying for extras you may not need. Happy to talk it through.
Sending and following up on a proposal
Emails and texts for every step after the proposal is written.
Email to send the proposal
Short email; the details are in the proposal.
Subject: Proposal for [the hall bathroom remodel] — [Northline Builders]
Hi Sam and Alex,
Thanks again for walking me through the bathroom on Wednesday. Your proposal is attached. The short version: $[18,400], about 3 weeks on site, start the week of January 11.
It includes everything we discussed, plus allowances for tile, vanity and fixtures so you can pick what you like. Section 3 lists what is not included so there are no surprises.
Happy to go over it by phone or on site. To accept, just sign page 2 or reply “approved.”
Thanks,
[Name]
[Phone]
Text heads-up that the proposal is in their inbox
Same day you email it, so it does not sit unread.
Hi Dana, it’s [Name] from [Bright Home Cleaning]. I just emailed the cleaning proposal for Ridgeview Dental. Let me know if it doesn’t show up or if you have any questions!
Follow-up after 3–4 days
More follow-up messages are on the quote follow-up page.
Hi Sam, just checking you got the bathroom proposal. Any questions I can answer? We’re booking January starts now, so I wanted to make sure you still have your spot.
Bid submission cover email (formal RFP or bid request)
For property managers, HOAs and businesses that asked several companies.
Subject: Bid submission — [Grounds Maintenance 2027] — [Green Edge Lawn Care]
Dear [Board members / Ms. Ruiz],
Please find attached our proposal for [grounds maintenance at Oak Hollow, March–November 2027], along with our certificate of insurance and three references from similar properties.
Our price is $[2,450] per month, covering every item in your bid request. We’ve also included one optional item (mulch) priced separately.
We’d be glad to meet with the board or walk the property. Thank you for considering us.
Sincerely,
[Name], [Title]
[Business] · [phone] · [email]
They ask you to lower the price
Change the scope, not just the number.
Thanks for being upfront, Jordan. I can’t lower the price for the same work and still do it right, but I can get you closer to your budget: if we [keep the existing vanity and paint only the walls], the total comes to $[14,900]. Want me to send that version?
Proposal accepted: next steps
Confirm and set expectations right away.
Thank you, Sam and Alex! We’re excited to get started. Next steps: (1) I’ll send the deposit invoice today, (2) we’ll pull the permit, and (3) let’s meet at the tile showroom by [December 10] so materials arrive on time. Your start date of January 11 is on the calendar.
They chose someone else
Stay professional; it often brings the next job.
Thanks for letting me know, Dana, and for considering us. If anything changes or you need help with [carpet cleaning or a one-time deep clean], we’d be glad to help. All the best with the new service.
Answering a formal bid request (RFP) from a business or HOA
Read the whole request twice and list every required item: forms, insurance certificate, W-9, references, license number, pricing sheet, deadline and how to submit. Missing one is the most common reason small companies are disqualified before anyone reads the price.
Use their structure. If the request lists sections A–F, answer in sections A–F with the same headings. Evaluators score with a checklist; make it easy for them to tick boxes.
Ask questions before the deadline for questions. Most requests have one. Ask about anything that changes the price: square footage, frequency, who supplies paper goods, after-hours access.
Price exactly what they asked for, then offer options separately. If you bundle extras into the main number, you look expensive next to bidders who didn’t.
Submit a day early and confirm it was received. Late bids are usually thrown out, no matter how good they are.
More proposal templates
Six more full proposals for common service and trade jobs.
Recurring house cleaning proposal
For a new residential client who wants regular service.
PROPOSAL: RECURRING HOME CLEANING
For: [Jordan Lee, 22 Birch Lane] · From: [Bright Home Cleaning]
Your home: [3 bed / 2 bath, about 1,800 sq ft], two cats.
First visit (deep clean): $[275], about [5] hours, [2] cleaners.
Then every other week: $[135] per visit.
Every visit: kitchen counters, sink, stovetop and outside of appliances; bathrooms scrubbed and disinfected; dusting of reachable surfaces; vacuum and mop all floors; beds made; trash out.
Rotating extras (one per visit): baseboards, inside microwave, window sills, cabinet fronts.
Not included: inside oven or fridge ($[30] each), windows, laundry.
Same cleaner each visit whenever possible. Reschedule free with 24 hours’ notice.
Start: [Thursday, Nov 12]. Reply “yes” to book.
Roof replacement proposal
Spell out materials, tear-off and decking allowances.
PROPOSAL: ROOF REPLACEMENT
Owner: [Pat Kim, 81 Hill Rd] · Contractor: [Summit Roofing], Lic. #[000000]
Scope: tear off [1] layer of shingles ([24] squares); inspect decking; install synthetic underlayment, ice-and-water shield at eaves and valleys, new drip edge, [GAF Timberline HDZ] architectural shingles in [Charcoal], ridge vent, new pipe boots; haul away all debris; magnetic nail sweep.
Decking: up to [2] sheets of plywood included; extra at $[85] per sheet (photos before replacing).
Permit and inspection: included.
Time: [2] days, weather permitting.
Price: $[14,900]
Payment: $[1,500] deposit; balance on completion and final inspection.
Warranty: [10] years workmanship; manufacturer warranty registered in your name.
Tree removal and trimming proposal
Name every tree and what happens to the wood.
PROPOSAL: TREE WORK
For: [Sam Patel, 9 Cedar Ct]
1. Remove dead [oak] in back yard (about 50 ft), lowered in sections by rope near the fence: $[1,850]
2. Grind the stump to 6” below grade, chips left in the hole: $[250]
3. Raise canopy on [2] front maples to 12 ft over the driveway: $[480]
Wood: cut to [16]” firewood lengths and stacked by the shed (or hauled away for $[150]).
Cleanup: all brush chipped and removed; lawn raked.
Insurance: general liability and workers’ comp certificates attached.
Total for 1–3: $[2,580]
Commercial window cleaning proposal
Interior/exterior, frequency, access equipment.
PROPOSAL: WINDOW CLEANING
For: [Main Street Bakery and offices above, 120 Main St]
Scope: [42] exterior panes (ground floor + second floor by ladder), [18] interior panes, storefront glass and door.
Frequency options:
• Storefront only, every 2 weeks: $[45] per visit
• Full building, quarterly: $[380] per visit
• Both (storefront every 2 weeks + full building quarterly): $[1,340] per year
Times: before [7 am] opening. Tracks and sills wiped every visit.
Estate cleanout or junk removal proposal
For families and realtors clearing a home.
PROPOSAL: ESTATE CLEANOUT
For: [the Garcia family, 6 Pine St]
Scope: remove all contents from the house, garage and shed except items tagged with blue tape (to keep). Separate donations (receipt provided), recycling and landfill. Broom-sweep all rooms.
Estimate: about [3] truckloads, [2] days, [3] crew.
Price: $[2,400], including dump and donation fees. If it’s less than 3 loads, you pay less: $[650] per load.
Extras: deep clean after cleanout $[450] · shed demolition quoted separately.
We photograph each room before and after.
Pool maintenance proposal
Weekly service with chemistry and equipment checks.
PROPOSAL: WEEKLY POOL SERVICE
For: [Alex Rivera, 14 Palm Dr] · Pool: [15,000 gal], salt system
Every visit: test and balance water, skim and vacuum, brush walls and steps, empty baskets, check pump, filter pressure and salt cell.
Monthly: filter rinse; quarterly: salt cell inspection.
Price: $[165] per month (weekly visits), chemicals included up to normal use.
Not included: green-pool recovery, equipment repairs (quoted first), acid wash.
Service report texted after every visit.
More proposal sections
Pieces that make a small company look as solid as a big one.
Short cover letter (first page)
One paragraph, before the details.
Dear [Ms. Ruiz],
Thank you for inviting [Bright Home Cleaning] to bid on evening cleaning for [Ridgeview Dental]. Below you’ll find our understanding of your needs, a detailed scope, three service options from $[850] to $[1,550] a month, and our insurance and references. We clean [six] medical and dental offices in [town] and would be glad to add yours. I’m available for a walkthrough any weekday after [4 pm].
Sincerely,
[Your name], Owner
About us / qualifications
Facts, not adjectives.
ABOUT [BUSINESS NAME]
• Locally owned since [2019], [8] employees, all W-2 and background-checked
• Licensed [#000000] and insured: general liability $[1M]/$[2M], workers’ comp
• [6] commercial clients in [town], [4.9]-star average on [87] Google reviews
• Same crew on your account every visit; owner does a monthly quality walk
References block
Three references with permission, matching the job type.
REFERENCES (contacted with permission)
1. [Name], Office Manager, [Lakeside Pediatrics], [phone], client since [2022]: 3 nights/week cleaning
2. [Name], Property Manager, [Oak Hollow HOA], [phone]: clubhouse and common areas
3. [Name], Owner, [Main Street Bakery], [phone]: weekly deep clean
Warranty or guarantee section
Say what you’ll do if something isn’t right.
OUR GUARANTEE
If anything in the scope isn’t done to your satisfaction, tell us within [48 hours] and we’ll come back and fix it at no charge. For [paint / roofing / installation] work, our workmanship warranty is [2] years from completion; it covers [peeling, flaking or leaks caused by our work] and does not cover damage from [weather events, settling, or other trades].
Insurance and licensing section
What commercial clients and HOAs check first.
INSURANCE & LICENSING
General liability: $[1,000,000] per occurrence / $[2,000,000] aggregate ([Carrier])
Workers’ compensation: yes, all employees
Commercial auto: $[1,000,000]
Contractor license: [#000000], [State], active
Certificates naming you as additional insured are available within one business day of award.
Change and approval policy line
Put this near the price.
Any change to this scope will be written as a numbered change order with the price and schedule effect, and signed or approved by reply before the extra work begins. No surprises on the final invoice.
Common questions
Is a signed proposal a legally binding contract? Often it can be, if it has the scope, price and both signatures, but rules vary by state and by type of work (home improvement work often has extra requirements). This page is not legal advice; for large jobs, have a local attorney review your template once.
How long should a proposal be? One page for small jobs, two to four for most bids. Put a one-paragraph summary and the total on the first page.
How long should a proposal be valid? 30 days is common. Use shorter for jobs with volatile material prices.
Should I give options? For most bids, yes. Two or three options let the client choose instead of comparing you only on price.
What if the scope changes after they sign? Write a change order before doing the extra work.
What file format should I send? A PDF keeps the layout. Many invoicing apps (QuickBooks, Jobber, Housecall Pro, Square) can send proposals or estimates with e-signature; paste these sections into them.
How to use this template
Pick the proposal closest to your job, then swap in sections from “Proposal sections” as needed: always keep scope, exclusions, price, terms and the signature block. Replace every bracket, save it as a PDF, and send it with the short email above within a day or two of the walkthrough.
Follow up on day 3–4. When they accept, send the deposit invoice and confirm the start date the same day.
More pricing & sales templates
The other free documents in the same group. Every business document on the site is listed on the home page.