How to make a quote or offer for a project?
To submit a work proposal or project quote to a potential client, you must include relevant and complete information about the terms of the service you will provide.
What your client wants to know, and what you need to demonstrate, is that you’re the right choice for the job. Therefore, your offer shouldn’t focus solely on price, but on the overall value proposition. This means: services offered, scope, benefits they’ll receive from working with you, final result, well-justified delivery time, among other important factors.
That’s why, below, we’ll describe step by step what to include in your work proposal or service offering to get more clients and win more projects. At the end, you’ll see a sample service proposal that you can copy and customize.
Let’s get started!
1. Technical details of the service
One of the most important factors to consider when submitting a service offer or quote is detailing the technical aspects of the work. These include the dimensions of what you’ll deliver, the functions your project will perform, the number of elements it includes, and so on.
Even if the client has specified it in their request, you should also include in your offer the details of what you will do to address the client’s need.
Imagine you’re commissioned to create a logo: Don’t just say ” Logo design for XX amount of money .” Be sure to specify whether you’ll include black and white versions, versions on other colored backgrounds, measurements, and the number of artwork or files you’ll deliver.
Or, for example, if you work as a freelance photographer, specify the location where you’ll be shooting and the number of hours the session will last. Also include the number of photos you’ll deliver to the client. Also specify whether this includes travel expenses.
The same goes for any other type of service. This way, the customer will have a clearer idea of how you’re going to help them.
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2. Delivery method
Another detail you should specify in your quote is the method in which the work will be delivered to the client . If it will be printed, specify the material it will be used on. If it’s digital, what format(s) will you deliver the file in?
When it comes to a repair or remodeling project, give details of what you are going to modify and how it will look.
This way, your client will know for sure what they are going to receive and how far they can demand.
3. What should you receive from the client to start the project?
In a project, both the client and the supplier agree to collaborate. Therefore, it’s important to detail what the client must deliver to you before work begins.
For example, your company logo, information about them, photos, or any other input you need to begin the work. This is important because there’s a minimum amount of time you need to complete the job.
Make sure the client knows how much time you need to deliver their material on time and avoid project delays.
4. Delivery time and milestones
Be sure to provide detailed information about the time required to complete the project. Also, consider the time the client will need to deliver materials, review changes to what you send, and validate and approve them.
If possible, make a small, step-by-step schedule similar to this one:
Stage 1. From November 2 to 4: Delivered X material by the client
Stage 2. From November 5th to 15th: Presentation of 2 proposals
Stage 3. November 16-20: Review of changes
Stage 4. November 21-23: Approval
Stage 5. November 24-25: Final submission
As you can see, the schedule not only details the work you do, but also the client’s involvement.
This demonstrates that the work will be carried out in constant communication and coordination. This is important because the client must support the process and collaborate with you to achieve the desired results.
You can add or remove stages, depending on the complexity of the project. Once hired for the project, make sure you schedule yourself daily to meet the proposed schedule.
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5. Price and validity of your offer
If your job posting includes several stages or services rolled into one, it’s best to provide details of how much you would charge for each of them if you did them individually, as well as details of how much you would charge for the entire project.
It’s preferable to do it this way, so the customer has transparency regarding costs, but at the same time knows that by ordering all the parts from you, they’ll get a much better price.
Also, if you’re asked for a price improvement, it’s important that you don’t just “lower the cost.” Ideally, you should negotiate to do only certain parts of the work or a smaller amount.
This way, you can analyze the cost by parts and lower the price without devaluing your work.
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Don’t forget to specify a validity period for your offer (usually 15 to 30 days), after which the price will be requoted.
Also include the dates your invoices are due. That is, the deadline for payment and crediting, to avoid situations where the project ends and the client hasn’t paid you .
If payment is not secured by escrow , also specify what the agreement will be with the customer.
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6. Writing and communication
When writing your job proposal, be careful with your writing and check your spelling. A proposal with errors can create a bad impression.
On the other hand, a well-written, clear, and detailed proposal, where you address the client in a professional tone, demonstrates that you are a well-prepared person who pays attention to detail. Therefore, it inspires more confidence in the client’s decision to select you.
Once you’ve written down all the technical details and made sure you’ve got everything covered, be sure to write a friendly and professional introduction.
If you have any questions, use your word processor’s spell checker or ask someone who knows how to help you eliminate any errors.
Finally, it’s a good idea to read your bid aloud. Also, ask someone else (who doesn’t have the same job as you) to read it over, so you can see if everything you’ve written is clear.
Examples of quotes or work proposals
Example 1. Text correction:
Imagine you want to submit a proposal for proofreading a 20,000-word document and your rate is US$10 per thousand words.
Based on the points seen, the first thing is the technical details and the delivery format:
Spelling and style correction of a 20,000-word document in Word format.
The following is what the client must give you to work with:
Client submits final texts for review. No changes will be made to the content.
Then add the schedule:
Delivery from the client: June 5
First delivery with change control for review: June 7
Return of changes approved by the customer: June 9
Final reading and final submission: June 10
Finally, you add the price and validity of the contract, as well as the payment agreement:
Price: US$10 per thousand words. Total: US$200 (including taxes).
Payment on delivery.
Offer valid for 15 days.
And don’t forget to accompany it all with a good presentation and closure.
Dear Sirs, in accordance with your request, I have detailed below my proposed services for your requirements.
In the end it will look like this:
Dear Sirs:
In accordance with your request, I detail my proposed services for your requirements.
Spelling and copyediting of a 20,000-word Word document. Client submits final texts for review. No changes will be made to the content.
Work schedule:
- Delivery from the client: June 5
- First delivery with change control for review: June 7
- Return of changes approved by the customer: June 9
- Final reading and final submission: June 10
Price: US$10 per thousand words = US$200 (includes taxes).
Payment on delivery.
Offer valid for 15 days.
Kind regards,
Example 2. Graphic design:
Now suppose you are a graphic designer and you are commissioned to design a record cover.
Following the previous outline, the first step will be the technical details and format. Then, what the client must deliver to you and the timeline. Finally, you enter the price, its validity, and the payment agreement. You’ll have something like this:
Dear friends,
As requested, I am detailing the offer for the creation of your cover.
Album cover art 1200 x 1200 pixels.
Delivery format:
PNG art + editable PSD, delivered on CD.
Custom sample digital print 12 x 12 cm, on glossy coated paper base 100.
Client delivers band logo in vector (Illustrator file)
Schedule:
- Delivery from the client: June 5
- Submission of 3 draft proposals for selection: June 8
- Development of selected proposal: June 8-18
- Artwork submission for review and changes: June 18
- Final submission: June 21
Price: US$300 (includes taxes).
Payment method: Cash on delivery.
Offer valid for 30 days.
I hope to be of service. Best regards,
As you can see, creating a work proposal that clearly defines the services you will provide to the client is very easy. All you need to do is pay attention and add all the information you think the client will need. Remember to double-check the details step by step in all project requests you receive.
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As a final tip, be brief but descriptive with your offer. And don’t forget to follow up by asking what they think. Ask your client if everything is clear and when you can expect a response. Remember to keep track of all your business opportunities and follow up.
Now you know how to write a good job proposal. Log in to your SoyFreelancer.com account now and apply for the projects you like best. Good luck and success!
⭐Find and copy the template to create your quote⭐
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Author: Patricia Gutierrez, content writer for Soyfreelancer.com
