Project Proposal & Quote (Word)
A proposal wins work when it shows the client you understood their problem and makes saying yes easy. This Word template walks through the sections clients look for: their goals in their words, your approach, exactly what is and is not included, the timeline, the price with a payment schedule in any currency, and a short acceptance block they can sign. Replace the words in [brackets] and send it as PDF.
Free · no sign-up · opens in Microsoft Word, Google Docs, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
[Your Name / Agency]
[City, Country] · [email] · [phone] · [website or portfolio]
PROJECT PROPOSAL & QUOTE
[Project name]
| Prepared for | [Client name, company] | Proposal no. | P-[2026-001] |
| Contact | [Name, email] | Date | [date] |
| Currency | [USD / EUR / GBP / INR / AED / …] | Valid until | [date, e.g. 30 days from today] |
1. Your goals
[Write the client's goals in their own words from your call or brief. For example: "Northwind wants new users to finish sign-up in under two minutes, because 40% leave on the second screen today."]
• [Goal 1: what success looks like]
• [Goal 2]
• [Goal 3, including any deadline that matters to the client, e.g. a launch date]
2. Proposed approach
[Two or three short paragraphs: how you will solve the problem, why this approach, and what you have done before that is similar. Link one or two relevant samples.]
3. Scope and deliverables
| # | Deliverable | What is included |
| 1 | [e.g. Discovery workshop] | [one 90-minute online session, summary notes] |
| 2 | [e.g. Design of 8 screens] | [two rounds of revisions, source files] |
| 3 | [e.g. Handover] | [assets exported for developers, 30-minute walkthrough] |
Out of scope (not included in this price)
• [e.g. copywriting, stock photos or fonts that need a licence]
• [e.g. development or publishing]
• [e.g. more than two rounds of revisions]
Anything out of scope can be added later at [rate per hour / per day] or with a separate quote.
4. Timeline
| Phase | Dates | Output | Needed from you |
| [Kick-off] | [week 1] | [brief confirmed] | [access, brand files] |
| [Draft] | [weeks 2–3] | [first version] | [feedback within 3 working days] |
| [Final] | [week 4] | [final files] | [sign-off] |
Dates move by the same number of days if feedback or materials arrive late.
5. Investment
| Item | Qty | Unit | Rate | Amount |
| [Deliverable or phase] | [1] | [project] | [ ] | [ ] |
| [Deliverable or phase] | [ ] | [hours / days] | [ ] | [ ] |
| Optional: [add-on, e.g. social media versions] | [ ] | [ ] | [ ] | [ ] |
| Subtotal | [currency] [ ] |
| [VAT / GST / Sales tax] @ [ ]% or "Not applicable" | [currency] [ ] |
| Total | [currency] [ ] |
| Transfer fees | [paid by the client / shared] |
…
What's inside
- Cover with project name, client, proposal number, date and how long the price is valid
- Understanding of the client's goals and your proposed approach
- Scope table with deliverables and what is included, plus an "Out of scope" list to prevent misunderstandings
- Timeline table with phases, dates and what the client must provide
- Price table in any currency with optional add-ons, tax line (VAT, GST or sales tax, or none) and a payment schedule (deposit, milestone, on delivery)
- Revisions policy, next steps and a signature block for acceptance
How to use it
- Open the file in Word, Google Docs or LibreOffice and replace [Your Name / Agency] and your contact details at the top.
- Write the client's goals in the client's own words from your call or brief; this section is what convinces them you listened.
- Fill in the scope table with each deliverable, and list in "Out of scope" anything the client might assume is included.
- Complete the timeline. Put the dates you depend on the client for (content, feedback, access) in the last column.
- Fill in the price table in the client's currency, choose the tax line that applies to you and set the payment schedule.
- Save as PDF (File › Save As › PDF) and email it. When the client signs, use the Freelance Service Agreement in this toolkit for the full terms.
Tips
- Offer two or three options (for example Essential, Standard, Premium) when the budget is unclear; clients compare options instead of comparing you with other freelancers.
- Keep the validity short (14 or 30 days) so you can update prices when your calendar fills.
- Quote in the client's currency when you can, and say who pays bank or platform transfer fees.
- Follow up two or three working days after sending; many proposals are won by the first reply, not the lowest price.
Questions and answers
Is a signed proposal a contract?
A signed proposal is evidence of what was agreed, and in many places it can be binding. For larger or longer projects, also sign a service agreement that covers payment, ownership of work and ending the contract.
Should I show my hourly rate?
For fixed-price projects it is usually better to show the price per deliverable or phase. Show an hourly rate only for work that is genuinely open-ended, and give an estimate of hours.
How do I add my logo?
Click at the top of the first page and use Insert › Pictures. The template is A4; for US Letter use Layout › Size › Letter.