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Proposal Template Library

Document Type: Template Collection
Version: 1.0
Last Updated: February 2026
Distribute To: Estimators, BD Team, Project Managers

Purpose​

Provide standardized proposal templates to ensure consistent, professional proposals that communicate value and differentiate from competitors.

Proposal Components​

Standard Proposal Structure:​

  1. Cover letter
  2. Executive summary
  3. Understanding of project
  4. Approach and methodology
  5. Team qualifications
  6. Relevant experience
  7. Schedule
  8. Pricing
  9. Terms and conditions
  10. Appendices

Cover Letter Template​

================================================================
         COVER LETTER TEMPLATE
================================================================

[Date]

[Client Name]
[Title]
[Company]
[Address]
[City, State ZIP]

RE: Proposal for [Project Name]

Dear [Mr./Ms. Last Name]:

OPENING PARAGRAPH - Express appreciation and enthusiasm:
Thank you for the opportunity to submit our proposal for 
[Project Name]. We are excited about this project because 
[specific reason related to client's goals].

MIDDLE PARAGRAPH - Key differentiators:
[Company Name] is uniquely qualified to deliver this project 
because [2-3 specific reasons]. Our experience with 
[relevant project type/client type] positions us to 
[specific benefit to client].

CLOSING PARAGRAPH - Call to action:
We are confident this proposal demonstrates our understanding 
of your needs and our ability to deliver exceptional results. 
I will follow up within [timeframe] to discuss any questions. 
In the meantime, please contact me at [phone] or [email].

Sincerely,

[Signature]
[Name]
[Title]
[Direct phone]
[Email]

================================================================

Executive Summary Template​

================================================================
         EXECUTIVE SUMMARY TEMPLATE
================================================================

PROJECT UNDERSTANDING:

[1-2 paragraphs demonstrating you understand the client's 
needs, goals, and challenges. Reference specific details 
from the RFP or conversations.]

OUR APPROACH:

[Brief overview of how you will approach the project. 
Focus on what makes your approach different/better.]

WHY [YOUR COMPANY]:

• [Key differentiator 1 - with specific proof point]
• [Key differentiator 2 - with specific proof point]  
• [Key differentiator 3 - with specific proof point]

COMMITMENT:

[1 paragraph expressing your commitment to client success, 
safety, quality, schedule, or whatever matters most to 
this client.]

KEY PROJECT INFORMATION:

| Element | Details |
|---------|---------|
| Project value | $ |
| Duration | |
| Start date | |
| Substantial completion | |
| Key team members | |

================================================================

Project Understanding Template​

================================================================
         PROJECT UNDERSTANDING
================================================================

PROJECT OVERVIEW:

[Restate the project scope in your own words to demonstrate 
understanding. Don't just copy the RFP - add insight.]

PROJECT GOALS:

Based on our review and discussions, we understand your 
primary goals for this project are:

1. [Goal 1 - with your insight on how to achieve]
2. [Goal 2 - with your insight on how to achieve]
3. [Goal 3 - with your insight on how to achieve]

KEY CHALLENGES:

We have identified the following challenges and developed 
strategies to address them:

| Challenge | Our Approach |
|-----------|--------------|
| [Challenge 1] | [Strategy] |
| [Challenge 2] | [Strategy] |
| [Challenge 3] | [Strategy] |

SUCCESS CRITERIA:

We understand project success will be measured by:
• [Criterion 1]
• [Criterion 2]
• [Criterion 3]

Our proposal is designed to ensure we meet or exceed 
each of these criteria.

================================================================

Approach and Methodology Template​

================================================================
         APPROACH AND METHODOLOGY
================================================================

PROJECT APPROACH:

[Overview of your general approach - philosophy, values, 
how you work]

PRE-CONSTRUCTION:

[Describe your pre-construction process and value it provides]

• Planning activities: ______________________
• Schedule development: ______________________
• Value engineering: ______________________
• Risk identification: ______________________

CONSTRUCTION PHASE:

Project Management:
[How you will manage the project day-to-day]

Quality Control:
[Your QC process and how it ensures quality]

Safety Program:
[Overview of safety approach - reference EMR, programs]

Communication:
[How you will communicate with client - meetings, reports, 
technology]

CLOSEOUT:

[Your closeout process ensuring smooth turnover]

• Punch list approach: ______________________
• Documentation: ______________________
• Training: ______________________
• Warranty: ______________________

================================================================

Team Qualifications Template​

================================================================
         TEAM QUALIFICATIONS
================================================================

ORGANIZATION:

[Brief company overview - history, size, capabilities]

PROJECT TEAM:

[Name] - [Title]
Role: Project Executive
Experience: [X] years
Relevant experience: [Projects similar to this one]
Why assigned: [Specific reason this person is right for 
this project]

[Photo]

---

[Name] - [Title]
Role: Project Manager
Experience: [X] years
Relevant experience: [Projects similar to this one]
Why assigned: [Specific reason]

[Photo]

---

[Name] - [Title]
Role: Superintendent
Experience: [X] years
Relevant experience: [Projects similar to this one]
Why assigned: [Specific reason]

[Photo]

ORGANIZATIONAL CHART:

[Include project-specific org chart showing client contact 
points and team structure]

TEAM COMMITMENT:

We commit that the team identified in this proposal will be 
assigned to your project. Any changes will be communicated 
in advance and approved by you.

================================================================

Relevant Experience Template​

================================================================
         RELEVANT EXPERIENCE
================================================================

PROJECT 1: [Project Name]

Client: [Name]
Location: [City, State]
Value: $[Amount]
Completed: [Year]
Duration: [Months]

Description:
[2-3 sentences describing scope]

Relevance to Your Project:
[Why this project demonstrates capability for this bid]

Key achievements:
• [Achievement 1]
• [Achievement 2]

Reference:
[Name, Title, Phone, Email]

[Photo of project]

---

PROJECT 2: [Project Name]

[Same format]

---

PROJECT 3: [Project Name]

[Same format]

---

SUMMARY OF RELEVANT EXPERIENCE:

| Project | Value | Year | Relevance |
|---------|-------|------|-----------|
|         |       |      |           |
|         |       |      |           |
|         |       |      |           |

Total relevant project value: $_________________

================================================================

Schedule Template​

================================================================
         PROJECT SCHEDULE
================================================================

SCHEDULE OVERVIEW:

| Milestone | Date |
|-----------|------|
| Notice to Proceed | |
| Mobilization | |
| [Phase 1] | |
| [Phase 2] | |
| [Phase 3] | |
| Substantial completion | |
| Final completion | |

SCHEDULE APPROACH:

[Describe your scheduling methodology and how you will 
maintain the schedule]

SCHEDULE ASSUMPTIONS:

• Owner decisions within [X] days
• RFI responses within [X] days
• Submittal review within [X] days
• Weather days allowance: [X]
• [Other key assumptions]

SCHEDULE RISKS AND MITIGATION:

| Risk | Impact | Mitigation |
|------|--------|------------|
|      |        |            |

[Attach detailed schedule if required]

================================================================

Pricing Template​

================================================================
         PRICING PROPOSAL
================================================================

BASE BID:

We propose to complete the work as specified for:

$_________________ ([Amount in words] dollars)

---

SCHEDULE OF VALUES (Summary):

| Division | Description | Amount |
|----------|-------------|--------|
| 01 | General conditions | $ |
| 02-14 | [Group or itemize per requirements] | $ |
|    | [Additional divisions] | $ |
| | TOTAL | $ |

---

ALTERNATES (if applicable):

| Alt # | Description | Add/Deduct |
|-------|-------------|------------|
| 1 | | $ ( ) |
| 2 | | $ ( ) |
| 3 | | $ ( ) |

---

UNIT PRICES (if applicable):

| Item | Unit | Price |
|------|------|-------|
|      |      | $     |

---

ALLOWANCES (if applicable):

| Item | Amount |
|------|--------|
|      | $      |

---

QUALIFICATIONS AND CLARIFICATIONS:

• [Important qualifications affecting price]
• [Assumptions]
• [Exclusions]

---

VALIDITY:

This proposal is valid for [X] days from date of submission.

================================================================

Value Engineering Suggestions​

================================================================
         VALUE ENGINEERING SUGGESTIONS
================================================================

We offer the following value engineering suggestions for 
your consideration. These suggestions maintain project 
quality while potentially reducing cost or improving value.

SUGGESTION 1:

Description: ______________________

Current specification: ______________________
Proposed alternative: ______________________

Cost impact: $_________________ (savings)
Schedule impact: ______________________
Quality impact: ______________________

Recommendation rationale:
______________________

---

SUGGESTION 2:

[Same format]

---

SUMMARY:

| VE Item | Savings | Schedule | Recommended? |
|---------|---------|----------|--------------|
|         | $       |          | ☐ Yes        |

Total potential savings: $_________________

We are happy to discuss these suggestions in detail during 
proposal review.

================================================================

Appendices Checklist​

Standard Appendices:​

================================================================
         PROPOSAL APPENDICES
================================================================

REQUIRED (per RFP):

☐ Bid bond
☐ Insurance certificates
☐ Safety program/EMR
☐ Financial statement or letter
☐ Bonding letter
☐ References
☐ Licenses
☐ [Other per RFP]

RECOMMENDED ADDITIONS:

☐ Detailed resumes
☐ Project photos
☐ Safety statistics
☐ Client testimonials
☐ Awards/certifications
☐ Detailed schedule
☐ Quality control plan
☐ Subcontractor list

================================================================

Proposal Formatting Standards​

Visual Standards:​

ElementStandard
FontProfessional (Arial, Calibri, Times)
Size11-12pt body, larger for headers
Margins1" minimum
Page numbersBottom center or right
Headers/footersProject name and company
ColorCompany brand colors
PaperQuality stock for printed
BindingProfessional binding

Writing Standards:​

  • Write to the reader (use "you" and "your")
  • Lead with benefits, not features
  • Use active voice
  • Keep sentences concise
  • Include specific numbers and facts
  • Proofread carefully
  • Go/No-Go Decision Process
  • Proposal Writing Best Practices
  • Client Relationship Management
  • Estimating Standards

Templates provided by support.construction. A great proposal tells a story—make yours compelling.