How to write a business proposal: eight steps for freelancers

A business proposal offers to solve a specific problem for a specific client in return for a fee. The writing is the last part of the job. Most of the effort goes into understanding what the client needs. Follow the eight steps below and copy the fill-in lines.

Eight steps

Step 1. Research the client Read their site and recent posts, and note what they sell and who to. Write: [CLIENT NAME] sells [PRODUCT] to [AUDIENCE] and wants [GOAL].
Step 2. Ask before you write Confirm goal, deadline, budget range and who decides. Copy: Who else will read this, and what would make it an easy yes?
Step 3. Write the summary last After the other parts are done, condense them: I will deliver [DELIVERABLE] by [DATE] for [FEE].
Step 4. Describe the problem Use the client's words: [PROBLEM] is costing [TIME OR MONEY]. Do not exaggerate it.
Step 5. Present your solution Three steps at most: [STEP 1], [STEP 2], [STEP 3], and the result the client can expect.
Step 6. Set scope, timeline and price List inclusions and exclusions, then dates, then one fee with a payment schedule.
Step 7. Close with one action Reply by [DATE] to accept. Keep the offer open for a stated time only.
Step 8. Check and send Read it aloud, fix every [BRACKET], and save it as a PDF named [CLIENT]-proposal-[DATE].

Worked example (invented, for illustration)

Tomas, a freelance designer, hears from a fictional bike repair shop that its flyers look dated. His research shows the shop sells repairs and second-hand bikes to commuters. The call confirms a small budget and a deadline before the spring rush.

The proposal states the problem in the owner's words, proposes a new flyer and a matching shop sign in three steps, lists printing as not included, and sets one fee paid half up front. It ends with a reply-by date and fits on two pages.

Common mistakes

Starting with your biography instead of the client's problem.
Sending the same document to every client.
Listing every service you offer rather than the one they asked for.
Hiding the price on the last page or leaving it out.
Offering several options with no recommendation.
Ending without a clear next step.
Leaving typos, wrong names or old dates.

Reuse the structure, not the words. A full section list is in the business proposal template guide, and a lighter nine-step version is in the guide on how to write a proposal. If a client does not answer, one short follow-up a few days after your reply-by date is reasonable; restate the date the offer ends and offer a quick call. Then let it go and keep the file, since the same client may return when the timing suits them better.

Proposal decks by profession

If you would rather start from a finished 12-slide deck written for your trade, see these:

Back to all proposal templates

Template only, not legal, tax or professional advice.

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