ProposalCreation

Construction proposal template for contractors and trades

A construction proposal is the document a contractor sends a property owner, general contractor or developer to win a job: it describes the site, the scope of work, materials, schedule and price, and becomes the basis of the contract once signed. Use it for remodels, new builds, roofing, HVAC, electrical, plumbing, landscaping and any job you price after a site visit. The construction proposal template below is complete; replace the text in square brackets with the details of the job.

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A contractor reviewing a quote on a tablet on the tailgate of his pickup

The construction proposal template

Write it right after the site visit, while measurements and photos are fresh.

Cover page

Construction proposal

[Project name]

Job site [Street address, City, State, ZIP]

Prepared for [Owner or client name]

Prepared by [Your company], license number [License number]

Date [Proposal date]. Prices valid until [Expiry date].

Project overview

[Your company] proposes to [type of work, for example remodel the kitchen or replace the roof] at [Job site]. Based on our site visit on [Site visit date], the work covers [short description of areas and size, for example square footage]. The total price is [Total price], with work planned from [Start date] to [Completion date].

Scope of work

We will:

  • [Task one, for example remove and dispose of existing cabinets and countertops]
  • [Task two, for example install new framing, insulation and drywall to code]
  • [Task three, for example install owner-approved cabinets, countertops and fixtures]
  • [Task four, for example final cleanup and walkthrough]

All work is performed to applicable building codes. Permits for [types of permits] are [included or obtained by the owner].

Materials and specifications

  • [Material one]: [brand, model, grade or color], quantity [Quantity]
  • [Material two]: [brand, model, grade or color], quantity [Quantity]
  • [Material three]: [brand, model, grade or color], quantity [Quantity]

Owner selections due by [Selection deadline]. Substitutions of equal quality may be made with the owner's written approval.

Exclusions

This proposal does not include [exclusion one, for example structural repairs found after demolition], [exclusion two, for example asbestos or lead abatement] or [exclusion three, for example painting outside the work area]. Excluded work found during the project is quoted in a written change order before it starts.

Project schedule

  • [Date]: permits and material ordering
  • [Date]: demolition and site preparation
  • [Date]: rough-in and inspection
  • [Date]: finish work
  • [Completion date]: final walkthrough

The schedule depends on permit approval, inspections, material lead times and weather.

Pricing

Item Quantity Price
[Demolition and disposal] [Quantity or square feet] [Price]
[Labor, trade or phase] [Hours or square feet] [Price]
[Materials] [Quantity] [Price]
[Permits and inspections] [Quantity] [Price]
[Optional upgrade] [Quantity] [Price]
Total [Total price]

Optional items are added only if the owner selects them.

Payment schedule

  • [Deposit percentage] deposit on signature: [Amount]
  • [Percentage] at [milestone, for example completion of rough-in]: [Amount]
  • [Percentage] at [milestone, for example cabinet installation]: [Amount]
  • Balance on final walkthrough: [Amount]

Accepted payment methods: [methods]. Late payments accrue [late fee terms].

Change orders

Any change to scope, materials or schedule requested by the owner or required by site conditions is documented in a written change order with price and time impact, signed by both parties before the work is done.

Warranty and insurance

[Your company] warrants its workmanship for [warranty period] from completion. Manufacturer warranties apply to materials. We carry general liability insurance of [coverage amount] and workers' compensation insurance; certificates are available on request.

Acceptance

By signing, the owner accepts this proposal, the scope, the price and the payment schedule above.

Owner: [Owner name], [Signature date]

Contractor: [Your name], [Your title], [Your company], [Signature date]

How to fill in the construction proposal template

  • Cover page: include your license number and a short price validity window. Material prices move, so thirty days is common.
  • Project overview: summarize the job in two sentences with the address, size and total. The owner should know what they are buying before they reach the table.
  • Scope of work: list tasks in the order they happen. Specific tasks, such as "replace [number] linear feet of gutter", leave nothing to argue about.
  • Materials: name brand, model and grade, or write "owner selection" with a deadline. Allowances need a dollar amount per item.
  • Exclusions: list what you will not do, and how hidden conditions are handled. This section prevents most disputes on remodels.
  • Schedule: show phases with dates and state what the schedule depends on, including inspections and weather.
  • Pricing: break the price into phases or trades and show optional upgrades as separate rows the owner can choose.
  • Payment schedule: tie payments to visible milestones, not to dates. Check your state's rules on maximum deposits for home improvement work.
  • Warranty, insurance and acceptance: state the workmanship warranty, your coverage and get a signature from the person who owns the property.

Common construction proposal mistakes to avoid

  • One lump sum with no breakdown, which makes the owner compare you to a cheaper bid line by line.
  • Vague materials like "standard fixtures", which lead to arguments at installation.
  • No exclusions for hidden conditions behind walls or under floors.
  • Payment tied to calendar dates instead of completed work.
  • Change orders agreed verbally on site and never priced in writing.
  • Sending the proposal days after the site visit, when the owner has already signed with someone faster.

Generate this proposal with AI

Describe the job, the site and your price, or paste your site visit notes, and ProposalCreation drafts this construction proposal in about a minute: scope, materials, exclusions, pricing table with optional upgrades and payment schedule. Send it from your phone as a link the owner can sign, and get notified when they open it.

Template

Construction proposal

Your documents stay yours. We never train AI models on your proposals.

What is the difference between a construction proposal and an estimate?

An estimate is an approximate price, often given early. A construction proposal adds the scope, materials, schedule, exclusions and payment terms, and once signed it usually becomes the basis of the contract.

Is a signed construction proposal a contract?

Often it works as one, because it states scope, price and terms and is signed by both parties. Rules vary by state, especially for residential work, so many contractors use a separate contract or have their proposal reviewed by counsel.

How much deposit should a construction proposal ask for?

It depends on the job size, material costs and your state's rules. Some states cap deposits for home improvement contracts, so check the limit where the job is located before you set the percentage.

Should I include optional upgrades in a construction proposal?

Yes, as separate rows the owner can add. Options let the owner choose their own budget level instead of asking you to cut the base price.