What to Include in Every Project Proposal (With a Free Checklist)
Table of Contents
- Why Strong Proposals Win Better Clients
- What a Project Proposal Actually Does (And Doesn’t Do)
- What to Include in Every Proposal
- Proposal Copy Tips That Make a Big Difference
- Free Project Proposal Checklist
- How ProjectBook.co Makes Proposals Easy to Manage
- Frequently Asked Questions (FAQ)
Why Strong Proposals Win Better Clients
If you’re freelancing or running a small business, your proposal might be the first real impression a client gets of how you work.
A weak proposal:
- Feels vague or rushed
- Fails to show how you’ll solve their problem
- Leaves too many questions unanswered
A strong proposal:
- Builds trust
- Shows professionalism
- Clarifies scope and expectations
- Increases your close rate
And if you're still writing each one from scratch? It's time to change that.
What a Project Proposal Actually Does (And Doesn’t Do)
Let’s clear this up:
A proposal is not:
- A contract (though it may include terms)
- A full onboarding doc
- A legally binding agreement (unless you sign it)
- A clear, confident outline of what you’re offering
- A document that communicates scope, value, and next steps
- A tool to help a prospective client say: "Yes, let’s go!"
What to Include in Every Proposal
Here’s a breakdown of every section your proposal should include—and why each one matters.
1. A Personalized Introduction
Start with a quick, friendly greeting. Re-state the client’s goal and how you’re positioned to help.
“Hi Jenna—It was great connecting last week! Based on our conversation, here’s a custom proposal for the new podcast launch. I’ve outlined the scope, timeline, and pricing below.”
2. Project Overview / Objectives
Define the problem, opportunity, or need—then summarize your solution.
“You’re launching a 10-episode podcast to grow your coaching brand. I’ll provide full editing, intro/outro mixing, and publishing support, so you can focus on content while I handle production.”
3. Scope of Work
Outline the deliverables. Be specific—this sets the foundation for expectations and future boundaries.
Editing 10 podcast episodesNoise reduction, equalization, and levelingBranded intro/outro mixingEpisode upload and description formattingOne round of revisions per episode
4. Timeline and Milestones
Clients want to know when things will happen. Include major dates or phases.
Kickoff call: April 10First episode delivered: April 17Final episode delivery: June 19
5. Investment / Pricing
Present your pricing clearly—either as a total project fee or broken down by phase.
Project Total: $2,000
50% deposit due at signing, 50% due at project completion
6. Client Responsibilities
This keeps the project on track. Let the client know what you’ll need from them and when.
Podcast assets (logo, music, etc.) due before April 10Feedback within 2 business days of each episode delivery
7. Next Steps / Call to Action
Don’t forget this! Close with a clear call to action.
“To move forward, just reply ‘Let’s go!’ and I’ll send over the contract and invoice. Looking forward to working together!”
Optional: Terms & Policies
You can include late payment terms, revision policies, or cancellation clauses if you like—but many freelancers leave this to the contract.
Proposal Copy Tips That Make a Big Difference
- Write like a person, not a lawyer – Keep it clear and friendly
- Use “you” language – Focus on the client, not just yourself
- Avoid jargon – Simple > impressive
- Use bullets and white space – Make it easy to scan
- Repeat what matters – Reiterate the value, not just the deliverables
✅ Free Project Proposal Checklist
Here’s a quick-reference checklist you can use for every proposal:
- [ ] Personalized greeting and project summary
- [ ] Clear project objectives
- [ ] Defined scope of work
- [ ] Timeline with dates or phases
- [ ] Pricing and payment terms
- [ ] Client responsibilities
- [ ] Call to action / next steps
- [ ] Optional: Terms, policies, and revision notes
- [ ] Clean formatting, bullet points, and easy-to-read copy
How ProjectBook.co Makes Proposals Easy to Manage
You don’t need to start from scratch—or manage your proposals in your email drafts folder.
With ProjectBook.co, you can:✅ Store proposal templates for different services
✅ Attach proposals directly to client projects
✅ Link proposals to scopes, timelines, and tasks
✅ Track what’s been approved, sent, or needs follow-up
✅ Organize everything in one clean dashboard
Whether you’re sending one proposal a week or 10 a month, ProjectBook.co helps you stay consistent, look professional, and close deals faster.
Frequently Asked Questions (FAQ)
What’s the difference between a proposal and a contract?
A proposal outlines what you plan to do, for how much, and in what timeline. A contract adds legal language around payment terms, liability, intellectual property, and more. You can include both in one doc—but they serve different purposes.
Should I customize every proposal?
Yes—but don’t reinvent the wheel. Use templates for your common services and tweak them for each client. ProjectBook.co makes this easy.
Can I send proposals through ProjectBook.co?
You can store and organize your proposals within each project, link them to scopes and tasks, and keep a record of what was sent and agreed to. Many users paste their proposal into the notes section or attach a doc to the client’s dashboard.
What if a client doesn’t read the proposal?
Make it scannable, clear, and direct. Highlight the scope, pricing, and next steps so they can skim and still feel informed.
How can I improve my close rate?
Be clear, confident, and client-focused. And follow up. A strong proposal + a clear next step = more “yes” replies.
Final Thoughts: Proposals Don’t Have to Be Painful
A strong proposal is more than a formality—it’s your first real deliverable. It shows clients how you work, what they can expect, and why you’re worth hiring.
When you build it with care (and a clear checklist), it becomes one of the most powerful tools in your business.
Want to organize, store, and reuse your best proposals?
Try ProjectBook.co today and build a smoother, smarter client workflow—starting with your proposal.
