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Contractor Proposal Template Checklist
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Contractor Proposal Template Checklist

Use this template to guide you when you are submitting a contractor proposal.
1
Introduction:
2
Enter your details
3
Enter client details
4
Pre-Proposal Tasks:
5
Study the RFP criteria
6
Define the problem/need
7
Establish if any licenses or permits are needed
8
Plan your proposal
9
Choose a title
10
Writing the Proposal:
11
Write your introduction
12
Write your need/problem statement
13
Write a detailed project description
14
Confirm resources needed
15
Confirm the budget
16
Establish the time schedule for payments
17
Include your experience
18
Clarify your terms & conditions
19
Send terms & conditions to lawyer
20
Include a key CTA
21
Pre-Submission Tasks:
22
Check the aesthetics
23
Check the structure
24
Check the language
25
Send your proposal to a "cold reader" to review
26
Implement their feedback
27
Check the proposal against the RFP
28
Send for internal approval
29
Submit the proposal
30
Sources:
31
Related Checklists:

Introduction:


A contractor proposal is a written outline of the project that’s to be completed by the contractor.

The goal for any contractor proposal is to introduce yourself, highlight your services, describe the costs, and convince the client that you are the right one to trust for the job.

This ‘Contractor Proposal Template’ checklist covers the high-level items that every general contractor proposal should include. Use it alongside the proposal document you plan to submit to make sure you include information such as resources needed, estimated costs, past experience, and payment schedules.

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Enter your details

Enter your details in the fields below. 





Enter client details

Enter details about the client who will be reviewing your proposal in the fields below. 




Pre-Proposal Tasks:

Study the RFP criteria

Upload the request for proposal guidelines, study them carefully, and list out the key RFP requirements in the field below.

They may specify evaluation criteria and allocate a certain number of points to specific sections or components. 

Missing or incomplete items often result in outright rejection or at least a lower score, which will limit your chances of success. 

If there are many new requirements, in addition to those included in this checklist, consider updating this checklist with each requirement as a new task.

Read this to find out how. 

Define the problem/need

Think about the purpose of your proposal.

Answer the following questions to get your thoughts together so you can begin writing your proposal with some clear direction. 

Establish if any licenses or permits are needed

List the licenses or permits that you might need to acquire before the work is started.

Make sure you make the proposal reviewer aware of any permits or licenses that they might need to acquire before the work is started. 

Plan your proposal

Proposals are often organized into distinct sections. These sections can have different titles depending on the guidelines specified by the organization, but they frequently serve the same purposes.

Review the guidelines to see if they have specified a structure to follow.

If they have asked you to follow a specific structure, make sure you have a plan for each section they have requested.

If they haven’t specified a structure, list out what you might include in the following sections:

Choose a title

Your proposal title needs to be catchy, descriptive, informative and pre-dispose the reader favorably towards the proposal.

Brainstorm potential title ideas and record them below.

Run each title option through the below criteria and choose the final title by selecting the title which best meets the criteria. 

Record your final title in the field below. 

  • 1

    Is it concise?
  • 2

    Is it descriptive?
  • 3

    Is it informative?
  • 4

    Is it catchy?
  • 5

    Does it predispose the reader, favorably, towards the proposal?

Add this to your proposal document cover sheet 

Writing the Proposal:

Write your introduction

Your introduction should state exactly why you’re sending the proposal and why your solution is the best for the prospective client.

After reading your introduction, even if they don’t read the full proposal, the client should have a clear idea of how you can help them.

This is where you should present the case for why you are the right person for the job, and give the client the key message of the proposal.

Focus on the conclusions you want the reader to reach after reading it.

This is what you planned to include in your introduction: {{form.Introduction}}

Write your need/problem statement

This section provides you with the opportunity to show the client that you have a clear understanding of their needs.

Develop a clear, concise description of the situation in the need/problem statement section of your proposal document.

You must convince the client that the services you can offer them are essential.

This is what you planned to include in this section: {{form.Problem/Need_Statement}}

Write a detailed project description

In the scope of work section of your proposal document, describe the project they need to hire a contractor for.

What services will you provide the client, based on the RFP and the goals of their company?  

Be very specific about what you intend to do for the project. This protects you from the “I assumed you were also going to do X, Y and Z?” or even worse “ I thought that was included.

This is what you planned to include in this section: {{form.Project_Description}}

To make sure your scope of work is detailed, clear, concise and customized to the client’s needs, answer the following questions before you write up this section in your proposal document: 

Confirm resources needed

List all the resources that will be required to for the project.

Be sure to include services to be provided by you and also any third party/external services. 

Provide justification for each service that is required. 

This is what you planned to include in this section: {{form.Resources_Needed}}

Confirm the budget

Provide a breakdown of all direct and indirect costs involved in the project in the budget section of your proposal.

Include costs that directly relate to the project including production, materials, and labor costs.

Include indirect costs that are not directly identified with the project benefits, including staffing, insurance, and travel costs. 

This is what you planned to include in this section: {{form.Budget}}

Establish the time schedule for payments

Use the information established in task 13 to split the project into key project sprints.

Each sprint should be clearly identified in terms of what the client should expect to receive, when they will receive it, how much it will cost the client, and when the payment for this sprint/deliverable is expected.  

This is what you planned to include in this section: {{form.Time_Schedule_for_Payments}}

Use the below as a framework to help you create this section in your proposal document.



Include your experience

In your proposal document, be sure to highlight certifications, deliver strong customer testimonials, and demonstrate your expertise in the contracting industry. Demonstrate why they can trust you to deliver, and prove why you’re the best choice.

This is what you planned to include in this section: {{form.Experience}}

Clarify your terms & conditions

Your terms & conditions are essentially a summary of what you and the client are agreeing to if they accept your event proposal. Make sure you go into specific detail about the event services, pricing, and payment schedules.

Upload your terms & conditions below and make sure you send them to your lawyer before adding them to the proposal.

Send terms & conditions to lawyer

Will be submitted for approval:

  • Clarify your terms & conditions

    Will be submitted

Include a key CTA

Figure out the appropriate call to action for that particular client and project, and end your proposal with it.

As an example, you could state your desire to take the conversation further. Or request an eSignature to initiate the project.

Pre-Submission Tasks:

Check the aesthetics

Read through your proposal and check for the following aesthetic/formatting errors: 

  • 1

    Is there a title page with all the necessary information describing this document?
  • 2

    Does the organization of the proposal enhance the content and make it easy to find/avoid types of information?
  • 3

    Are the margins consistent?
  • 4

    Is pagination accurate?
  • 5

    Did you use a consistent type-style?
  • 6

    Did you use sign-posting and color coding where appropriate?
  • 7

    Have you used visual aids such as charts, tables, diagrams where appropriate?

Check the structure

Read through your proposal and check it follows the EXACT structure stated in the guidelines.

If the guidelines do not specify a structure to follow, make check your proposal has the following sections at least: 

  • Title page
  • Table of contents
  • Introduction
  • Problem/need statement 
  • Project description
  • Resources needed
  • Budget
  • Time schedule for payments 
  • Experience
  • Terms & conditions 
  • Key CTA

Check the language

Read through your proposal again and answer the following questions to make sure your proposal is informative and interesting to read: 

  • 1

    Is the language uncluttered and concise?
  • 2

    Have you avoided using technical terms and jargon wherever possible?
  • 3

    Do you use objective language?
  • 4

    Have you avoided subjective terms?
  • 5

    Is the tone friendly but informative?
  • 6

    Is it written in a storytelling style?

Send your proposal to a “cold reader” to review

Upload the first draft of your finished proposal document and send it to a “cold reader” to review. Give them a copy of the proposal guidelines/requirements, but little other information.

Ask them to read the proposal quickly (as this is how the proposal reviewer is likely to view your proposal) and ask them to answer the following two questions: 

  • Do they understand it?
  • Does it make sense?

Implement their feedback

Update your proposal document and record the feedback you have received for future proposals.

Check the proposal against the RFP

Read the proposal through for the final time and double-check it is aligned with the RFP guidelines.

Here are the key RFP requirements: 
{{form.List_Key_RFP_Requirements}}

Once you’re satisfied, upload the final proposal document, ready for internal approval. 

Send for internal approval

Will be submitted for approval:

  • Check the proposal against the RFP

    Will be submitted

Submit the proposal

Submit your proposal in-line with any requirements. 

{{form.Final_Proposal}}

Sources:

Sources 

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