How to Write a Contractor Proposal That Gets Approved (Template Included)
How to Write a Contractor Proposal That Gets Approved (Template Included)
Most contractor proposals fail because they're either:
- Too vague (customer doesn't understand what they're buying)
- Too complicated (buried in legal terms and math)
This guide gives you the exact structure that works.
The 5-part proposal structure
1) Project summary (2–3 sentences)
Tell them what you're doing in plain English.
Example:
"We'll prep the driveway surface, repair 120 linear feet of cracks, and apply two coats of commercial-grade sealer."
2) Scope of work (bullets)
List the specific tasks.
Example:
- Surface cleaning and debris removal
- Crack repair (120 linear ft)
- Sealcoat application (2,500 sq ft, 2 coats)
- Line striping (optional add-on)
3) Investment breakdown
Show the line items that drive price.
Example:
- Sealcoat (2,500 sq ft @ $0.15/sq ft): $375
- Crack repair (120 linear ft @ $2.50/ft): $300
- Prep fee: $100
- Optional add-ons: $75
- Total: $775
4) Deposit + next step
Make it obvious what happens next.
Example:
"To lock your spot on the schedule, pay a $388 deposit (50%). You can pay it right from this proposal link."
5) Terms (short)
Cure time, weather policy, cancellation policy.
Example:
"Sealer requires 24–48 hours to cure. If weather prevents work, we'll reschedule at no charge. Deposits are refundable if we cancel; non-refundable if you cancel within 48 hours of the scheduled date."
Free contractor proposal template (copy/paste)
PROJECT: [Driveway Sealcoating]
SUMMARY:
We'll clean and prep the surface, repair cracks, and apply two coats of commercial-grade sealer.
SCOPE OF WORK:
- Surface prep and cleaning
- Crack repair: [120] linear ft
- Sealcoat: [2,500] sq ft (2 coats)
- Optional: Line striping
INVESTMENT:
- Sealcoat total: $____
- Crack repair total: $____
- Prep fee: $____
- Optional add-ons: $____
- TOTAL: $____
DEPOSIT:
Pay $____ deposit to lock your schedule.
TERMS:
- Cure time: 24–48 hours (no traffic)
- Weather: We reschedule if rain is forecasted
- Cancellation: Deposits refundable if we cancel; non-refundable if you cancel within 48 hours
NEXT STEP:
Click "Approve & Pay Deposit" to get on the schedule.
What BidBlitz does automatically
BidBlitz generates this exact structure from your inputs:
- Auto-calculates totals from sq ft + linear ft + fees
- Adds a Stripe deposit button
- Sends a mobile-friendly link (not a PDF attachment)
- Tracks when the customer views it
You don't have to write proposals from scratch every time.
Related:
- /proposal-software
- /bid-software
The bottom line
Clear proposals close faster. Fast proposals win more jobs.
Start here: /pricing