Free proposal template
Win more clients with a polished, detailed proposal. Fill in the sections, add your line-item pricing, and print a professional PDF — ready to send in minutes, not hours.
Prepared for
Built around what actually converts prospects into paying clients.
Header details, project summary, objectives, deliverables, milestones, line-item investment, and terms. Every section a client expects to see.
Add individual line items (editing days, colour grade, motion graphics, deliverables) with quantities, units, and rates. Optional VAT and discount support.
Add dated milestones with payment triggers — so the client knows what happens when, and what they're paying at each stage.
Set your included revision rounds and terms clearly in the proposal — before the project starts, not mid-edit when the client wants round 5.
The print view produces a clean, professional document formatted for A4. No extra design software needed.
Copy the complete proposal as formatted plain text — useful for pasting into a proposal tool, email, or shared document.
Fill in the sections in order. Takes 20–30 minutes for a typical project.
Your details, the client's details, project title, proposal date, and a valid-until date. Reference numbers make invoicing easier later.
Describe what you understand the client needs and how you'll deliver it. Mention their key objectives — this shows you listened at the brief stage.
Build your cost breakdown item by item. Add timeline milestones with dates and any payment triggers. Specify VAT if applicable.
Fill in payment terms, revision policy, and exclusions. Print to PDF or copy as text and attach it to your pitch email.
Any video professional who wants to look as good on paper as they do on screen.
Win more pitches with a structured proposal rather than a one-paragraph email. A detailed proposal positions you as a professional, not a commodity.
Standardise how your team quotes work. A consistent proposal format means every pitch looks polished and covers the same bases, regardless of who writes it.
Use it for complex multi-deliverable projects where a detailed breakdown is essential — brand films, campaign series, and corporate video programmes.
A professional video production proposal should cover: (1) Header — your details, client details, project title, proposal date, valid-until date, and reference number. (2) Project summary — a clear statement of what you understand the client needs and how you'll deliver it, plus key objectives. (3) Deliverables — a specific list of everything included: formats, durations, aspect ratios, closed captions, music. (4) Timeline — key milestones with dates and any payment triggers. (5) Investment — a line-item breakdown of costs with a total (and VAT if applicable). (6) Terms — payment schedule, revision policy, and any exclusions. (7) Next steps — exactly what the client needs to do to proceed.
Start with a line-item breakdown rather than a single number. Breaking down your quote into pre-production, production days, editing, colour grade, audio mix, motion graphics, and other deliverables achieves two things: it makes your price feel justified (clients can see what they're paying for), and it gives you a clear reference point if the scope changes. A single number invites negotiation; a detailed breakdown invites discussion about what's in and out of scope.
The proposal is often where clients decide whether to proceed. A detailed, structured proposal signals professionalism and attention to detail — the same qualities you're selling as an editor or director. Key elements that convert: a clear project summary that demonstrates you understood the brief, specific deliverables (not vague descriptions), a realistic timeline with milestones, and a payment structure that de-risks the relationship for the client. Vague proposals lose to detailed ones at the same price point.
The standard for most freelance and agency video work is 50% on project kick-off, 50% on final delivery. For larger projects (£5,000+), a three-stage split is common: 30% on kick-off, 40% on first-cut approval, 30% on final delivery. Always take a deposit before starting work — this qualifies the client's commitment and partially covers your time if the project is cancelled. State payment terms explicitly in the proposal and confirm them in writing before starting.
For small projects (under £2,000), proposals are typically free as part of the sales process. For large or complex projects — especially those requiring a site visit, discovery session, or detailed treatment — it's reasonable to charge for the proposal stage, often redeemable against the project fee if the client proceeds. Framing it as a "paid brief and treatment" rather than a "proposal charge" tends to be more palatable, and it filters out clients who aren't serious.
Long enough to cover everything clearly, short enough that the client reads it. For most projects, 2–4 pages is the right length. One page feels flimsy; more than 4 pages often goes unread. Focus on specificity over length: a precise deliverable list, an itemised cost breakdown, and clear payment terms matter more than paragraphs of company history. The strongest proposals lead with the client's objective, not your credentials.
Work out your minimum day rate before building your line-item prices.
Open toolGet an instant project cost estimate to anchor your line-item breakdown.
Open toolGet the brief right before writing the proposal — or send them both together.
Open toolFileFeedback handles the review stage so your projects stay on schedule and within the revision policy you put in the proposal.
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