Inside a Real Client Proposal: How I Edit and Present

There’s something so satisfying about wrapping up a discovery call with a potential client and then crafting the perfect proposal. It’s that critical step where you get to showcase your expertise, solidify trust, and set the tone for the collaboration ahead. In today’s blog, I’m pulling back the curtain and sharing exactly how I approach creating a client proposal that wins projects (and hearts!).

From folder organization to tailoring proposals for unique projects, I’ll walk you through my systemized process that keeps me efficient and professional while letting my creativity shine. Let’s dive in!

Why Proposals Matter

Think of your proposal as the ultimate first impression. It’s your chance to show potential clients that you’re organized, prepared, and ready to meet their needs. A polished, well-structured proposal can be the deciding factor in landing a project—especially in a competitive space like brand design and package design.

Step 1: Start with Folder Organization

Before drafting a single word, I always start with a clean and organized folder structure. Here’s what my system looks like:

1. Working Files: This is where the magic happens—where I save all my drafts, mockups, and work-in-progress designs.

2. Assets: This folder houses everything the client shares with me—like brand guidelines, copy, stock images, or even Pinterest boards for inspiration.

3. Release to Client (RTC): This is where finalized files go once the project is complete. When I share access with clients, I only give them this folder to avoid confusion.

Each project gets its own folder named by the date and client name, so everything stays organized. For example, “2024_10_03_VintagePartners” is a quick and clear way to label a project.

Step 2: Tailoring the Proposal

Not all proposals are created equal, and that’s intentional. A proposal for a brand design project will look completely different from one for a one-off brochure design. Here’s how I adapt:

1. Determine the Scope: In this case, the project is for a 9-12 page brochure. While this isn’t a full branding package, I still want to showcase my professionalism and attention to detail.

2. Showcase Services: If the client expresses interest in future services, like rebranding, I include a section on brand packages to plant the seed for ongoing collaboration.

3. Set Clear Expectations: I outline:

• What’s included: The scope of work, like design revisions or specific deliverables.

• What’s not included: Any extra services outside the agreed-upon project scope (e.g., extensive copywriting).

💡 Pro Tip: If you’re offering multiple services, direct clients to the specific page in your proposal that applies to them. For example, I might say, “Please scroll to page 29 for your custom project details.”

Step 3: Crafting a Professional Proposal

Now for the fun part—creating the proposal itself! My standard proposal is 30 pages, and here’s a quick breakdown of what’s inside:

• Introduction: A warm welcome explaining how I help clients grow their businesses through thoughtful design.

• Core Values: Emphasizing trust, communication, and brand consistency as the cornerstones of my work.

• Process and Approach: Highlighting my strategic, step-by-step process for both brand and web design projects.

• Detailed Phases: Explaining everything from research to revisions so the client knows exactly what to expect.

• Pricing Breakdown: Transparent pricing, including timelines and payment milestones.

• Testimonials: Showcasing glowing feedback from past clients to build credibility.

• Call to Action: Encouraging clients to get started with a retainer or package that suits their needs.

For unique projects like this brochure design, I adapt my template to include a custom quote, timeline (e.g., 2-3 weeks), and a detailed project description.

Step 4: Send It Right Away

Timing is everything. After wrapping up a call, I aim to send my proposal within a few hours. Why? Because it shows I’m efficient, excited, and ready to get started. Proposals sent promptly leave a lasting impression—and clients appreciate the quick turnaround.

Lessons Learned

This proposal wasn’t just about creating a stunning design for Vintage Financial Partners; it was about refining my own process. Here are a few takeaways:

1. Adaptability is Key: No two projects are alike, so your proposals shouldn’t be, either. Take the time to tailor each one.

2. Detail Matters: Whether it’s folder organization or adding a custom quote, these small details build trust and professionalism.

3. Confidence Counts: Don’t hesitate to showcase your expertise or suggest additional services. Planting those seeds can lead to bigger projects down the road.

What’s Next?

Now it’s your turn! Do you have a go-to method for creating client proposals? Or is there a step in your process you’d like to refine? Let’s chat in the comments—I’d love to hear your thoughts and experiences!

P.S. If you want to kick off your client projects with a killer proposal that makes you stand out, I’ve got you covered! Grab my Fortuna Client Proposal Template here and save yourself the headache of starting from scratch. You’re gonna love how easy it is to use!