What to Include in Your Proposals (to Make It an Easy YES)
Your dream client is ready to book… now what?
They’re the perfect fit. The project is exciting. Now it’s time to send your proposal.
But here’s where a lot of creatives get stuck: they aren’t sure what to include, so they end up cramming in everything—some info from their website, some from their Services Guide, plus all the project details.
By the end, the proposal is miles too long. And let’s be real—is the client even reading it?
Then comes the second-guessing. The hesitation. The silence. Crickets.
Here’s what I’ve learnt: your client already knows what you do. They don’t need another sales pitch. What they need is a clear, professional next step that makes it effortless to say yes.
Your proposal isn’t just a formality—it’s a powerful tool to:
Reinforce your expertise
Remove any lingering doubts
Guide them smoothly into the booking process
So, what should you include? Let’s break it down:
1. A Warm Welcome (With Key Details Up Front)
Start with a friendly, confident introduction that sets the tone for the project. This isn’t just “Hey, here’s your proposal.” It’s your chance to:
✔ Show enthusiasm for the project
✔ Set expectations (like your estimated start date)
✔ Add urgency (so they don’t delay their decision)
Example:
*"Hi [First Name], Thank you for the opportunity to submit this proposal for your project! I’ve really enjoyed getting to know you and your vision so far. Inside, you’ll find all the details—project scope, inclusions, costs, payment plans, and the next steps if you’d like to move forward.
Currently, I’ve tentatively scheduled your project to begin on [insert date]. Please note this date—and the proposal details—are valid for the next 7 days. If you have any questions or need more time, please just let me know!"*
This sets a friendly, professional tone and makes the proposal feel personal—not just another document.
2. About You: A Final Reassurance That You’re The One
Your potential client already knows about your business, but this is your last chance to reinforce why they should choose YOU.
This section should be a little more personal than your website bio. Lean into your values, experience, and approach.
Example:
"I believe great design should be seamless, strategic, and stress-free. My approach is all about balancing creativity with structure—so you get a beautiful end result without any of the overwhelm. With [X years] of experience working with [specific industry], I know how to bring your vision to life in a way that feels effortless for you."
This isn’t fluff—it’s confidence-building. It reassures them that they’re in the right hands before they even look at the numbers.
3. Project Scope, Inclusions, Costs & Payment Options
This is the core of your proposal, and it should be:
✔ Clear (so there’s no confusion)
✔ Detailed—but not overwhelming (bullet points + white space help!)
✔ Flexible (if you offer payment plans, spell them out here)
Break this section into:
What’s included in the project scope
Any exclusions (so they know exactly what to expect)
Pricing + payment options
Example:
"Total Cost inc. GST $X, include payment installment details. A deposit of [$X] is required to secure your start date."
This keeps it concise, professional, and easy to understand.
4. Additional/Optional Extras (If Applicable)
This is where you can present upsell opportunities without feeling salesy.
Maybe they enquired about interior design, but you also offer styling services. Or they booked a standard package, but you have premium add-ons.
Keep it optional but enticing—a way to offer more value if they’re interested.
5. Timeline: What Happens After They Say Yes?
One of the biggest reasons clients can hesitate? Uncertainty about what happens next.
A clear timeline helps them visualise the process, so they feel confident moving forward.
Example:
📌 Phase 1: Design Concept
📌 Phase 2: Design Development
📌 Phase 3: Final Design Documentation & Visuals
A well-structured timeline reassures them that there’s a plan in place.
6. Frequently Asked Questions
If a client has concerns, they probably won’t ask—they’ll just disappear.
A FAQ section proactively answers their questions, making them more likely to move forward.
Common FAQs to include:
How many revision rounds are included?
What happens if I need additional work later?
How do payments work?
How do we communicate throughout the project?
By tackling these upfront, you reduce hesitation and increase confidence.
7. The Next Steps: Make It Ridiculously Easy to Book
If a client has to guess what to do next, they’ll likely put off making a decision.
Your next steps should be crystal clear.
✔ Step 1: Click ‘Accept Proposal’
✔ Step 2: Sign the agreement
✔ Step 3: Pay deposit to secure your spot
The goal? No confusion, no extra back-and-forth—just an easy yes.
8. A Beautiful, On-Brand Footer
A well-designed footer wraps up the proposal professionally.
It’s a great place to include:
Your contact details
Your studio hours
A final reminder that you’re here to help if they have questions
Your proposal should feel cohesive, high-end, and easy to navigate—because if it’s clunky or hard to read, that reflects on their expectations of working with you.
A Well-Designed Proposal Makes Saying YES Easy
Your proposal isn’t just a document—it’s the bridge between interest and booking.
By including the right information (and skipping the fluff they’ve already seen), you’ll remove hesitation, build trust, and make it effortless for clients to move forward.
Want to create proposals that WOW your clients and save you time? Let’s set up your Dubsado so you can send stunning, streamlined proposals in minutes—without the back-and-forth.
Download my Services Guide to learn more.