Terms of Agreement
Assignment of Project
Revision During Execution
Legal & License
Copyrights & Trademarks
Copyright to Project
Initial Payment & Refund Policy
PandaTip: This dynamic table of contents will allow your client to navigate straight to specific sections of your proposal. If you add or delete sections, be sure to click “refresh” to update the table.
Thank you for your interest in partnering with [Sender.Company] for your website development project. With well over 100,000 firms offering website development services, we know how challenging it can be to find the right agency for your web development needs.
At [Sender.Company], we hold one goal above all others: 100% client satisfaction. Our in-house team of web designers, copywriters, graphic designers, and developers uphold the highest standards for project planning and execution, and we’re dedicated to building the perfect website for your company on-time and on-budget.
We’ve built websites for several brands around the world with great success, and are quite excited to get to work on yours.
In this proposal, you’ll find examples of our past work along with what we feel is the optimal solution for your website development needs, along with the associated delivery timeline, costs, and project terms. Once you’ve reviewed this proposal thoroughly, simply electronically sign it at the bottom to indicate your approval.
Thanks again for the opportunity to earn your business!
[Client.Company] requires a full website build to support your digital growth strategy. This website will allow you expose your brand to organic audiences via search engines, leverage digital advertising to boost lead generation, and deploy content marketing to build brand awareness and authority.
[Sender.Company] is uniquely qualified to build the website that you desire, due to our in-house team of designers, writers, and developers, and our experience working with clients in [Client.Industry].
Our past work includes:
PandaTip: Don’t just tell your client that you build great websites – show them. Use the image fields in the template below to insert examples of your previous website development projects.
PandaTip: This page is where you detail the work you’ll do for your client. Take the time to discuss the unique features their website will have, along with any additional services that you’re offering.
[Sender.Company] will build your website using the [CMS] content management system (CMS). [CMS] is used by more than a million brands around the world, and is known for it’s ease of use, security, and scalability. [CMS] will allow you to do the following once your website is launched:
- Easily update page content and images
- Integrate with analytics software to track page and site performance
- Post new content to your company blog
We propose that your site be hosted with [Hosting.Provider] using [Hosting.Type]. This will ensure that your website is capable of supporting a high volume of traffic while remaining protected from malicious entities.
Your website will have the following pages:
[Sender.Company] will integrate your site with the following tools:
- Analytics: [Analytics.Platform]
- CRM: [CRM.Platform]
- Marketing Automation: [Marketing.Platform]
These integrations will allow you to use your website as a profitable marketing tool which helps you generate new revenue for your business.
Based on previous discussions regarding your goals and expectations, your website will have the following additional features:
PandaTip: PandaDoc’s tables allow you to communicate detailed data in a structured, easy-to-read way. This template includes two types of tables- standard and pricing. Take a minute to customize both to fit your needs.
The following table details our projected execution timeline for your website development project.
Website Development Complete
Disclaimer: The dates in the table above are estimates based on our experience with similar website development projects. While we strive to accurately estimate project timelines in every proposal, we reserve the right to move delivery dates in response to unforeseen delays or changes to project requirements.
The table below details the costs associated with this project. Invoices will be sent to [Client.Company] on the dates indicated below, are payable via credit card or wire transfer, and are due on a net-30 basis.
The table below details monthly fees which will begin once the website is successfully launched.
Standard Business Hours Support
Terms of Agreement
[Client.Company] is engaging [Sender.Company], as an independent contractor for the specific project outlined below:
- [Client.Company] website development, deployment, hosting, & support
[Sender.Company], and [Client.Company] must work together to complete the project in a timely manner. [Sender.Company] agrees to work expeditiously to complete the project no later than [Launch.Date] (depending on date of acceptance of agreement)
Fees to [Sender.Company] are due in accordance with the above listed pricing table. Fees for monthly services will be invoices on the 1st business day of each calendar month, and are due on a net-30 basis. All payments will be made in [Sender.Currency].
Assignment of Project
[Sender.Company] reserves the right to assign subcontractors to this project to insure the right fit for the job as well as on-time completion.
Revision During Execution
[Client.Company] may be charged additional fees if it decides to make changes to the agreed upon project scope and objectives.
Legal & License
[Sender.Company] warrants that the functionality contained in this project will meet [Client.Company] requirements and that the operation will be reasonably error-free.
The entire risk as to the quality and performance of the project is with [Client.Company]. In no event will [Sender.Company] be liable to [Client.Company] or any third party for any damages, including any lost profits, lost savings or other incidental, consequential or special damages arising out of the operation of or inability to operate the website, even if [Sender.Company] has been advised of the possibility of such damages.
If any provision of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.
Copyrights & Trademarks
[Client.Company] represents to [Sender.Company] and unconditionally guarantees that any elements furnished to [Sender.Company]. for inclusion in the project are owned by [Client.Company], or that [Client.Company] has permission from the rightful owner to use each of these elements, and will hold harmless, protect, and defend [Sender.Company] and its subcontractors from any claim or suit arising from the use of such elements furnished by [Client.Company].
Copyright to Project
[Sender.Company] guarantees that all aspects of design and construction of the project will be disclosed to [Client.Company] upon completion, and full code, copyrights and ownership will be the sole property of [Client.Company]. [Sender.Company] retains the right to display graphics and other design elements as examples of its work in its portfolio.
The agreement contained in this Contract constitutes the sole agreement between [Sender.Company] and [Client.Company] regarding this project. Any additional work not specified in this contract must be authorized by a written change order. All prices specified in this contract will be honored for three (3) months after both parties sign this contract. Continued services after that time will require a new agreement.
Initial Payment & Refund Policy
This agreement begins with an initial payment indicated in the pricing table above. If [Client.Company] halts work and applies for a refund within 4 days, work completed shall be billed at the hourly rate of [Hourly.Rate], and deducted from the initial payment, the balance of which shall be returned to [Client.Company]. If, at the time of the request for refund, work has been completed beyond the amount covered by the initial payment, [Client.Company] shall be liable to pay for all work completed at the hourly rate stated above. No portion of this initial payment will be refunded unless requested within 4 days of signing this contract.
PandaTip: This proposal template will allow you and your client to sign on any computer, smartphone, or tablet. Just assign each recipient to the proper roles using the menu on the right and hit send when you’re done customizing the template!
This article has been contributed by Mike Hanski.
When you embarked on your chosen career path as a designer, your decision was probably driven by your right-brain thinking. You are a creative person, so you are naturally drawn to artistic ways of expressing yourself.
But what happens when left-brain activities creep into your day-to-day operations? Do you break into a cold sweat when you have to confront a slow-paying client? Does the thought of prospecting for new clients cause you to lose sleep at night?
No matter how hard you try to avoid it, analytical thinking and administrative tasks will encroach on your design business. Rather than stress about this fact, learn to master it.
The Necessity of a Web Design Proposal
This section is going to be short and sweet. Why do you need to worry about mastering the art of writing web design proposals? Because if you don’t, you won’t be able to pay the bills.
Is that incentive enough?!
Web Design Proposals vs. Web Design Estimates
Many designers take the easy way out. Rather than draft an entire proposal, they simply opt for an estimate. After all, that is what your client asked for, right? “How much will it cost to redesign my website?”
That might be what the client wants to know, but that isn’t the information you should provide. Rather than focusing on the money, you need to focus on the problem and how to go about fixing it.
This approach – a persuasive proposal rather than a cut-and-dry estimate – is much more likely to see results. Rather than pointing out the large upcoming expense the clients will have to deal with, you need to show them there is a real problem happening and your solution will make everything better.
Outline of the Perfect Proposal
Do you remember presenting a persuasive argument in your high school public speaking class? You were probably assigned some controversial topic like gun control or abortion and asked to convince the rest of the class about your opinion in X amount of minutes.
Writing a web design proposal isn’t that much different. You have a very short amount of time to persuade the client to take action. You have one shot to convince the client you are the best person for the job.
Here are the four main categories you’ll want to focus on:
- Problem Statement (Define The Problem)
- Proposed Solution (Propose The Solution)
- Pricing Information (Provide Costs To Fix Problems)
- Next Step(s) (Create a Call To Action)
1. Problem Statement
This is probably going to be the most challenging portion of the proposal writing process. You need to get to the root of the client’s problem. The client probably won’t be too jazzed about discussing the company’s problems – airing dirty laundry in public, and all.
On the other hand, you may find the client simply has trouble articulating the problem. Business owners aren’t necessarily marketing professionals. They might not know exactly what the problem is – they just know sales are dropping and something is to blame.
You are going to have to dig. Find out what the real problem is. Then, you can go about finding a solution.
While this step might be challenging, it is absolutely necessary. Your entire persuasive argument breaks down if there is no problem to begin with. In your high school class, there would have been no point in discussing gun control if there was no such thing as murder. Now, there is no point in doing a website redesign if the original is working just fine.
Here is an example of an inefficient problem statement:
Best Pizza Ever is interested in a website redesign to give them a fresh new look. The redesign will include…
Why is that a bad problem statement? Because there is no problem! Why does the company need a fresh new look?
Here is an example of a better problem statement:
Best Pizza Ever has seen a significant increase in competition lately. A lot of the competition utilizes modern-looking websites. Those trendy, hip sites are starting to draw customers away from Best Pizza Ever. Best Pizza Ever needs a fresh new look to ensure existing customers remain loyal and new ones are attracted.
2. Proposed Solution
Now that you (and the client) know what the problem is, you can go about solving it.
Obviously, you’ll want to tell them how you’ll meet their needs. However, you also want to tie everything back to business – how your solution will boost sales, increase visibility, etc. Not what you are providing in list format.
The sub-par proposal would say:
Best Pizza Ever needs an entire website redesign. It will include a new logo, contact form…
The better proposal would start out with:
To effectively recapture the market, Best Pizza Ever needs a website redesign. To do that, we’d start with a needs analysis session. This will help establish the key elements of the website, identify different types of customers, and determine the most effect call to action… The next phase, the content plan, will accomplish… Later, the design phase will incorporate…
Show how you will actually meet the clients’ needs and help improve their bottom line.
This step must be successful. Otherwise, the next portion of your proposal (pricing information) could scare them away. Make your solution so effective the client won’t mind the price – or better yet, think the price is a bargain!
3. Pricing Information
This section will be the hardest for the client to hurdle. Make the information easy to digest and easy to read. Your best bet is to place the data in a grid. This is commonly referred to as the Fee Summary.
THE BAD WAY
As we’ve already seen, there is usually both a good and bad way to do things. When it comes to pricing information, a bad proposal would share something like this:
|Customization of theme||$250|
|Creation of 10 WordPress pages||$500|
Why is this a bad example? It is far too technical. From your point of view, you’ve outlined everything that needs to be done. From the client’s point of view, this is a confusing list of jargon that comes with a hefty price tag but really means nothing.
THE GOOD WAY
Rather than come at this like a to-do list, think of the client’s needs. How much will it cost to fix their problem and meet their needs?
|Create custom website||$700|
|Write website content||$500|
|Ensure website is visible in search results||$300|
From start to finish, the entire proposal is about fixing the client’s needs. The pricing section is no exception.
In addition to the Fee Summary, you might want to include a Fee Schedule. If the project is fairly large, you’ll want to establish a way to tie payments to applicable milestones. This will also help you create a timetable for the project. The client will be able to envision how you’ll progress through the steps over time.
4. Next Step(s)
As a designer, this step is right up your alley. You need to create a call to action. What do you want the client to do now? Let the client know exactly what needs to be done to set the project in motion.
Consider creating an online proposal. Rather than mail a Word document, grant the client access to a digital version. In this case, the call to action is incredibly simple. All the client has to do is click a button. Online proposals have a much higher success rate and get answered much more quickly. You could even provide a link to make a deposit online.
Can I Create a Template?
Our right-brain thinking often rebels at the idea of drafting a new proposal for each client. Can’t you create a template and copy+paste new information for new prospects?
Yes and no.
If you want a template, we’ve just given it to you – the four steps of the writing process. Beyond that, a template isn’t a good idea. Paragraphs of text that are used for each proposal – regardless of the client – are a bad idea. Each project is different; therefore, each proposal should be different.
If you do want to include a few generic paragraphs about yourself, your company or your past clients (a bit of a portfolio, if you will), do it at the end of the proposal. In order to be as persuasive as possible, you need to focus on them – not you.
Putting it All Together
As long as you successfully determine the clients’ needs and then make those needs the main focus of your proposal, you’ll be able to persuade them to take action. Dealing with all this administrative stuff sure isn’t appealing to most designers. However, it is a necessary evil of business. You might as well learn to do it right!
Mike Hanski is a content strategist and a blog writer at Bid4papers.com. He specializes in writing papers and short essays on history and literature and provides editing services to clients from various industries. You can contact him at Google+.