Subcontractor & Contractor Proposal Template for Winning Projects

Executive Summary

• A strategic subcontractor and contractor service proposal template helps your business stay organized and efficient while appearing professional and trustworthy to potential clients.
• Crucial components of an effective template include details for both companies, a project overview, the scope of work, and estimates for timelines and costs. 
• Use compelling content to properly communicate your business’s value, showcase your potential, and capture your prospective client’s attention. 
• Consider tools that can supplement your proposal, such as bid management software, digital signature tools, and project management software integration. 

Contractor Proposal Template 

For construction contractors, it’s not a stretch to say that drafting proposals is one of the most tedious and least exciting parts of the job. Most companies want to focus on their craft, seeking fulfilling opportunities and delivering quality work. However, the proposal process is a necessity for getting from point A to point B. 

Fortunately, having a comprehensive foundation that you can build from when drafting each proposal can help you encompass all the necessary details for new jobs while being more efficient overall. Our contractor proposal template prepares you to reach prospective clients with a clear, thorough, and value–forward format that makes you stand out amongst your competitors. 

This template is ideal for general contractors looking to submit proposals for construction projects, by highlighting scope of work, estimated costs, and your qualifications to take on the job. This guide outlines everything you should consider when preparing to submit a winning proposal and how our template helps you check all the necessary boxes.

Why a Strategic Contractor Proposal Template is Indispensable for Your Business

A detailed contractor proposal template empowers you to put your best foot forward in seeking fulfilling jobs. Rather than spin your wheels, a clear template equips you to start a step ahead, jumping right into filling in the critical information you want the client to know about the quality work you’ll provide. 

Having a comprehensive template can offer all the following benefits:

• Building trust and demonstrating professionalism with clients
• Clearly defining expectations and preventing scope creep by listing inclusions, exclusions, and clarifications
• Streamlining sales processes and improving efficiency
• Differentiating yourself among your competitors and securing more profitable projects
• Saving time when preparing and submitting proposals for more efficiency

Altogether, a template simplifies contractor and subcontractor bid management, letting you focus on showcasing the work your company can do rather than spending time on formatting documents. With a template in place, you can get right to work plugging in the information that applies to the specific bid and communicating your value in the most effective way possible.

The Essential Components of an Effective Contractor Proposal Template

A winning contractor proposal template includes all the following elements. 

Company & Client Contact Details

List your company name, licensing information, your contact details, the client’s contact details, and the project owner. Provide a brief description of your company, its credentials, and its history in the applicable corner of the industry. This profile section is also a good place to provide client references and testimonials so that your client can see your strong track record of success front and center.

Executive Summary / Project Overview

Consider this first section the “elevator pitch” of your proposal. Include a brief overview of the project’s details while centering your value as the contractor. Concisely introduce the timeline and pricing for the project, communicate your commitment to facilitating the job, and spotlight any expertise that you will be able to offer to ensure a job well done. 

Detailed Scope of Work

In this section, provide a brief project objective that includes a statement of the project goals. Then, clearly list each task you will perform and what your company will not be offering. 

Be sure to include: 

• Inclusions – Inclusions specify all of the aspects the job entails and what your company will do to complete it, such as material sourcing, site preparation, demolition, or system installation.
• Exclusions –  Exclusions include any aspect of the job that your company will not cover in the proposal, like design fees or hazardous material removal, either because it is out of your scope or will be completed by another contractor.
• Deliverables – This section specifies tangible deliverables the client can expect to receive following the job, such as a completed foundation, framing, structure, or site preparation.
• Clarifications – Clarifications identify items that are not detailed enough to provide pricing and could use more information from the client or general contractor.

Clearly defining the scope of work upfront is crucial for all types of construction contracts. This step ensures that both the client and your team know what to expect out of the job, allows you to prepare your budget and materials, and prevents you from getting bogged down by scope creep as you move forward. 

Project Timeline & Schedule

The timeline section should include an estimated start date, an estimated completion date, and an estimated project duration. Structure a table that outlines key milestones, a description of these milestones, and a target completion date for each so that the timeline is clear and easy to follow. For example, measurable milestones may include a site assessment, foundation construction, and a final walkthrough.

Cost Estimate & Payment Terms

This section should detail pricing in-depth, with a clear summary and breakdown of payment processes. Include all the following aspects in this section:

• A total fee summary of materials, labor, overhead and other direct costs for visibility 
• Payment schedule highlighting payment stages, percent of the total amount, and the amount due at each stage
• Payment methods you accept
• Optional alternate suggestions for materials to save costs or increase quality

Understanding how to estimate and bid accurately on construction projects is key to ensuring this section is comprehensive and accurate. Consider using a digital takeoff tool, like PlanHub, to help you develop accurate and reliable estimates based on market rates for material pricing and formula-based calculations.

Terms and Conditions

Clear terms and conditions in the initial proposal minimize the chances of conflicts down the road. Having everything established at the beginning helps set the groundwork for a transparent professional relationship. 

This section should outline information around the following: 

• Payment terms and invoice processes
• Warranties and guarantees 
• Termination clause 
• Site access and safety terms
• General liability and workers’ compensation insurance information

Signatures & Call to Action

Include a section for signatures to streamline the jump from proposal to acceptance of the agreement. Under the signature section, consider placing a call-to-action that ends the proposal on a positive note and makes one last appeal to encourage the reader to want to work together or reach out for more information.  

Supporting Documents

Support your pitch with additional documents to establish your company’s legitimacy and credibility to prospective clients. The details of the project itself may limit your ability to stand out as the project provider, so including supporting documents can bolster your overall pitch. 

These may include: 

• A more robust company profile
• Notable certifications and credentials
• A list of notable completed projects
• Insurance information

Crafting Compelling Content: Beyond the Basics for Each Proposal Section

Don’t just structure your proposal the right way; ensure each section has the detail and flair to stand out to your prospective client. A proposal is a chance to sell your company and its services, so the content of each section matters.

The Persuasive Executive Summary: Hooking Your Client from the Start

Start your proposal strong with an executive summary that highlights the best parts. This will be the first section to catch a client’s eye, so you want it to stick by emphasizing your unique value right away and why the client can rely on you for a successful project.

In the executive summary: 

• Highlight how much time you’ll take to complete the work and on what budget
• Preview the type of work you will conduct and what you will need to do it
• Establish credibility by listing notable credentials and work history
• Emphasize the unique value your company brings to the table

Leading with the right amount of substance mixed with the right amount of marketing is key. A client wants to see that they are not just choosing a contractor that can sell themselves, but one that can prove they can get the job done right.

Defining the Scope of Work: Clarity, Value, and Expectation Management

Strengthen this section by clearly organizing all project steps for easy visibility. Outline any steps or phases involved in the process in a bulleted list so that your prospective client can easily follow your vision for the project. Then, list any exclusions and deliverables directly underneath these steps in two separate subsections so that the client knows what they should (and should not) expect from you by the end of the contract.

Being clear forward in this section demonstrates to the client that you are thorough and have thought through the project with a holistic view. Strong organization also helps your client understand what to expect step by step in the project, so there is no guesswork. 

Transparent Cost Estimates & Payment Structures that Build Trust

Prospective clients don’t like to guess what costs may pop up once the project begins. Clearly organize your cost section to include all the costs front and center to make it easy for the client to follow. Using separate tables with strategic formatting makes it so the eye can find the information, especially as clients skim through multiple proposals.

Include a built-in breakdown that includes:

• A clear table listing all supplies and estimated costs
• A table outlining the payment schedule and the milestones for each stage
• A separate table demonstrating alternate materials, their cost impact, and notes to consider.

Effective client-facing cost estimates make for easy review and prove that your company maintains a firm attention to detail, ultimately increasing the chances of an approved proposal.

Realistic Project Timelines & Milestones: Delivering on Promises

Be thoughtful about a realistic project timeline and be clear on what that looks like so you can deliver on your promises. Timelines are one of the most crucial factors clients consider before deciding to move forward and one of the first things they look for in a proposal. 

Organize this section by highlighting your estimated start date, overall end date, and project phase timelines—include bold text and bulleted lists in your formatting so that the reader doesn’t have to search far to find this information, and they are able to easily consider your proposal.

Robust Terms and Conditions: Protecting Both Parties

No one likes the fine print, but clear terms and conditions matter for maintaining transparency and clarity from the start. Don’t assume anything as fact. Communicating detailed conditions about warranties, payment, insurance, and weather interruptions at the beginning prevents conflicts later on if contingencies or concerns arise. Be detailed enough so that your bases are covered and it’s clear what you and the client should expect from each other. 

The Power of Your Company Profile & Portfolio: Show, Don’t Just Tell

If you have materials that showcase your unique value to a potential client beyond basic credentials, incorporate these too. Supplemental information can help set your business apart even further and increase your chances of a successful bid. For example, consider sharing the following: 

• High-quality images of completed projects
• Detailed descriptions of past projects and the work that went into them
• Client testimonials
• Quantifiable metrics and outcomes to be proud of, like completing a project under budget
• Company awards

Optimizing Your Proposal Strategy for Business Growth

Even with the strongest possible template, it’s important that you tailor each proposal to the specific project and client. Consider the values, processes, and goals of the company or entity at the receiving end of the proposal so that you can touch on all of these in your pitch.

• Speak to unique points that you think would make your business stand out, such as values or practices that align with the client. For example, consider discussing your commitment to sustainability and clean materials for a business that values environmental responsibility. 
• Highlight your unique value proposition to increase your chances of making that connection. Include mentions of previous work that could relate to this proposal, such as pictures of past jobs and descriptions of challenges you’ve overcome. If you bring anything special to the table, like advanced certifications or credentials, be sure to highlight them for the prospective client. 
• Consider reaching out to the company after submitting your proposal to inform them of your bid and encourage them to message you with any questions they may have. Following up can open up crucial lines of communication and put your business top of mind for the client, promoting the value of your potential partnership. 

Modern Proposal Tools & Digitalization for Contractors

Contractors who use some of the following digital tools for proposal management and submissions are able to save time that’s better spent on getting quality bids and getting to work. 

Leveraging Digital Proposal Platforms

Digital proposal platforms allow you to organize your proposals in one place, maintain a history of previous bids, and collaborate across your team in real time as you complete them. These tools can save subcontractors significant time compared to manually creating proposals.

A general contractor bid management platform, like PlanHub, helps you compile all your documents in one secure hub, making your proposals more convenient to create and enabling you to submit them more efficiently. As a result, you’re able to submit more proposals to increase your chances of winning bids and get working on more projects sooner.

Integration with Project Management Software

Integrate the same tools you use to draft proposals with project management software so that you can manage the project straight out of the proposal stage and into implementation. A tool like PlanHub can help with submitting bids, finding projects, and navigating the full takeoff and planning stage. 

With a virtual general contractor bid management system for connecting with subcontractors and suppliers, takeoff and estimation tools, and a comprehensive collaboration suite, PlanHub streamlines your workflows so you can manage the preconstruction process all from one platform. Altogether, PlanHub empowers you and your team to focus less on the tedious bidding work and start picking up projects.

Finalizing Your Proposal and Sealing the Deal

The steps you take at the end of the process are crucial for making the most of all the work you’ve done up until this point. By being strategic in how you finalize your proposal and interact with the prospective client, you can increase your chances of a successful bid.

Before finalizing your proposal, consider these steps:

• Review and Proofread Meticulously – Eliminate errors to ensure accuracy and consistency, and present your business in the best possible light. 
• Get Feedback – Have a trusted colleague, advisor, or legal professional review your proposal for clarity, accuracy, risk mitigation, and compliance with applicable local laws. 
• Ensure Professional Presentation – Polish off your template with a clean, branded format that reflects your company’s attention to detail and commitment to professionalism.
• Establish a Clear Call to Action – Guide the client through the next steps to accept the proposal and move forward with the partnership for the project.

After making it this far, be sure to give your proposal one final look-through to ensure all the bases are covered. Use the final read-through to polish up language and focus on making tweaks that can better grab the reader’s attention.

Your Proposal – A Gateway to New Opportunities

An effective proposal sample for contractors streamlines your processes while helping you appear more professional to potential clients as you seek to land that next big job. Showcase your business and the value you offer with a well-structured proposal.

Our construction proposal template compiles all the crucial information you need to build a thorough and eye-catching proposal, giving you the foundation to stand out to contractors and save time as you craft and submit bids. Our support doesn’t stop there—PlanHub is a bid management platform that connects contractors, subcontractors, and suppliers while streamlining preconstruction and simplifying project workflows. With a straightforward interface and a robust portfolio of tools available at your fingertips, PlanHub helps you win more and faster.