Proposals, Scopes & Closing Pack

{ "Title": "Proposal Builder — Proposals, Scopes & Closing Pack", "IntroductionHtml": "

Purpose

This guided proposal pack helps you create clear, defensible proposals that shorten sales cycles and reduce post-sale disputes. Use the form to capture the essential facts, choose a scope type, and apply the sample language below. Save each completed proposal to build a reusable library of scopes and terms.

How to use this builder

1. Read the scope examples so you understand when to use each one.
2. Fill the fields in the form carefully — these values become the proposal text you paste into your document or email.
3. Run the closing checklist before sending and follow the suggested email sequence for faster signings.

Sample Cover Letter

[Your Company]
[Date]
[Client Name and Address]

Dear [Client Name],

Thank you for the opportunity to work together. This proposal outlines the approach, deliverables, timeline, and payment terms for [Project Title]. If this meets your expectations, please sign where indicated or reply with acceptance and we’ll schedule the kickoff.

Sincerely,
[Your Name], [Title]

Scope Examples

Fixed-fee project (use when deliverables and timeline are clear)

We will deliver the items listed under Deliverables for a fixed fee of [Total Fee]. The work is expected to complete by [Timeline]. Change requests beyond the listed deliverables will be handled as variations with quoted fees and schedule impact.

Retainer (use when ongoing access or regular work is needed)

We will provide up to [Retainer Hours] hours per month for agreed services for a monthly fee of [Retainer Fee]. Unused hours expire after [Expiration Period] or may be rolled over only if specifically negotiated in writing.

Outcome-based (use when pricing tied to measurable results)

We will work to achieve [Outcome Metric]. Payment is structured as [Outcome Payment Model], with clear success criteria: [Success Criteria]. If success criteria are not met, the parties will follow the dispute-resolution and remediation terms below.

Common Payment & Revision Terms

• Deposit: 50% on signing (example).
• Milestone payments tied to deliverable acceptance.
• Net 30 for ongoing retainers.
• Two rounds of revisions included; additional revisions billed at [Hourly Rate] or per-agreement.

Signature-ready acceptance

To accept this proposal, please sign below or reply with written acceptance. Work will begin after receipt of the initial deposit unless otherwise agreed.

Closing checklist & follow-up

Use the checklist in the form before sending. After sending, use a light follow-up sequence: 2 days polite check-in, 7 days reminder with deadline, 14 days ask for decision or concerns to move forward.

", "SubmitLabel": "Save Proposal Draft", "SuccessMessage": "Proposal saved. Use the saved data to build your final document or reuse fields for future proposals.", "DataType": "proposal-template", "SchemaVersion": "1.0", "Fields": [ { "Key": "client_name", "FieldType": "text", "Label": "Client / Prospect Name", "HelpText": "Who will receive the proposal.", "Required": true }, { "Key": "project_title", "FieldType": "text", "Label": "Project / Engagement Title", "HelpText": "A short descriptive title used in the cover letter and proposal header.", "Required": true }, { "Key": "scope_type", "FieldType": "select", "Label": "Scope Type", "HelpText": "Choose the scope template that best fits this engagement.", "Required": true, "Options": [ { "Value": "fixed_fee", "Label": "Fixed-fee project" }, { "Value": "retainer", "Label": "Retainer / Monthly" }, { "Value": "outcome_based", "Label": "Outcome-based / Performance" } ] }, { "Key": "deliverables", "FieldType": "textarea", "Label": "Deliverables (concise list)", "HelpText": "List concrete deliverables or services the client will receive. Be specific to avoid disputes.", "Required": true }, { "Key": "milestones", "FieldType": "textarea", "Label": "Key Milestones or Acceptance Criteria", "HelpText": "Include milestone names, dates, and what counts as acceptance for each.", "Required": false }, { "Key": "timeline", "FieldType": "text", "Label": "Timeline / Estimated Completion", "HelpText": "A brief timeline or date range. Example: " + "\"4–6 weeks from kickoff\".", "Required": false }, { "Key": "total_fee", "FieldType": "number", "Label": "Total Fee (numeric)", "HelpText": "Enter the currency-free number you will place in the proposal. Formatting and currency are applied when you generate the final document.", "Required": true }, { "Key": "retainer_hours", "FieldType": "number", "Label": "Retainer: Monthly Hours (if Retainer selected)", "HelpText": "Only required when 'Retainer' is chosen. Leave blank otherwise.", "Required": false }, { "Key": "payment_terms", "FieldType": "select", "Label": "Payment Terms", "HelpText": "Pick the standard payment terms to include.", "Required": true, "Options": [ { "Value": "50_deposit_net_balance", "Label": "50% deposit, balance on delivery" }, { "Value": "milestone_payments", "Label": "Milestone-based payments" }, { "Value": "net30", "Label": "Net 30 invoicing" } ] }, { "Key": "revision_limit", "FieldType": "number", "Label": "Included Revision Rounds", "HelpText": "Number of revision rounds included at no charge (example: 2).", "Required": false }, { "Key": "refund_policy", "FieldType": "textarea", "Label": "Refund / Cancellation Policy", "HelpText": "Briefly state refund or cancellation terms. Example: 'Deposit non-refundable after work begins' or 'Pro-rated refund for unused services.'", "Required": false }, { "Key": "assumptions", "FieldType": "textarea", "Label": "Assumptions", "HelpText": "List assumptions that affect scope, timeline or cost (e.g., client-provided materials, response times).", "Required": false }, { "Key": "exclusions", "FieldType": "textarea", "Label": "Exclusions (what's out of scope)", "HelpText": "Explicitly name items you will not provide to prevent scope creep.", "Required": false }, { "Key": "success_criteria", "FieldType": "textarea", "Label": "Success Criteria (for outcome-based scopes)", "HelpText": "Define measurable results if you selected outcome-based pricing.", "Required": false }, { "Key": "signature_name", "FieldType": "text", "Label": "Prepared by (Your name)", "HelpText": "Name that will appear in the signature block.", "Required": true }, { "Key": "signature_title", "FieldType": "text", "Label": "Prepared by (Title / Company)", "HelpText": "Your role or company name for the signature block.", "Required": false }, { "Key": "closing_checklist", "FieldType": "checkbox", "Label": "Pre-send Closing Checklist", "HelpText": "Tick the items you've confirmed before sending the proposal.", "Options": [ { "Value": "scope_clear", "Label": "Scope is specific and measurable" }, { "Value": "payment_defined", "Label": "Payment terms and deposit defined" }, { "Value": "timeline_clear", "Label": "Timeline or milestones included" }, { "Value": "revisions_set", "Label": "Revision limits defined" }, { "Value": "assumptions_listed", "Label": "Key assumptions listed" }, { "Value": "exclusions_listed", "Label": "Exclusions listed to avoid scope creep" } ], "Required": false }, { "Key": "follow_up_sequence", "FieldType": "select", "Label": "Follow-up Sequence", "HelpText": "Pick a recommended follow-up cadence to use after sending the proposal.", "Options": [ { "Value": "2_7_14", "Label": "2 days / 7 days / 14 days" }, { "Value": "3_10_deadline", "Label": "3 days / 10 days / include decision deadline" }, { "Value": "custom", "Label": "Custom follow-up" } ], "Required": false }, { "Key": "follow_up_notes", "FieldType": "textarea", "Label": "Follow-up Notes or Negotiation Tips", "HelpText": "Use this field to capture a short negotiation strategy or message variations for follow-ups (e.g., 'emphasize timeline, highlight ROI').", "Required": false }, { "Key": "additional_notes", "FieldType": "textarea", "Label": "Additional Notes", "HelpText": "Any other details you want saved with this proposal draft.", "Required": false } ] }