Free Proposal Templates

Free proposal templates for agencies

Start with the general agency proposal below: edit it on the page, copy it or download it as a Word file. Then switch to a specialist template for marketing, web design, graphic design, video and other services, each with filled-in example scopes, milestones and pricing structures.

✓ Edit, copy or download .docx✓ Example scopes and timelines✓ Free, no sign-up

General agency proposal template

Nine sections that work for most agency services: summary, goal and situation, approach and risks, scope with add-ons and exclusions, timeline and responsibilities, investment and options, reporting, team and experience, and next steps. Edit it below, then copy it or download it.

Download template (.docx, 37 KB)Download filled-in example (.docx, 38 KB)

Edit General agency proposal

AGENCY SERVICES PROPOSAL
Prepared for: [Client / decision-maker]
Prepared by: [Agency / contact]
Date and validity: [Date; this proposal is valid until (date)]

1. Summary
[Two or three sentences on the client's situation, in their own words from discovery.]
Proposed solution: [One-paragraph overview of what you will do.]
Expected outcome: [What changes for the client, with a measurable target where one exists.]
Investment: [Total or monthly fee, and the recommended option.]
Next step: [The one action you need, with a date.]

2. Your goal and current situation
[Summarize the business problem, audience, baseline and desired outcome. Record assumptions requiring confirmation.]
What happens if nothing changes: [The cost or risk of leaving the problem as it is.]

3. Proposed approach
[Explain the method, phases and why they address the goal. Identify what the client must supply.]
Risks and how we manage them: [Risk; how you reduce it; what you need from the client.]

4. Scope and deliverables
For each deliverable: [Name; quantity; format; owner; acceptance criteria; included revisions].
Optional add-ons (not included unless selected): [Add-on; price].
Not included: [Explicit exclusions].

5. Timeline and responsibilities
[Milestone; date; agency owner; client input/approval due; dependencies].
Client approver: [Name]. Feedback turnaround: [Working days].

6. Investment
[Fee per phase or monthly package; payment milestones; expenses; tax treatment; third-party costs].
Options (if offered): [Option A: scope and fee] / [Option B: scope and fee] / [Option C: scope and fee].
Additional work: [Quote and approve changes before starting].

7. Reporting and communication
[Primary channel; status-update cadence; escalation contact; review meeting].

8. Team and relevant experience
Team: [Name, role and what each person does on this project].
Experience: [Real, permissioned examples and results. Do not invent case studies or testimonials.]

9. Next steps
[Review scope; resolve open assumptions; confirm start date; execute agreement].
This proposal describes the offer. Attach the appropriate services agreement covering rights, confidentiality, liability, cancellation and governing law before work starts.

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Example: the general proposal filled in

A hypothetical engagement showing the level of detail each section needs. The company, figures and dates are invented for illustration. Replace all of them.

AGENCY SERVICES PROPOSAL
Prepared for: Operations Director, [Client], a 40-person B2B software company (example)
Prepared by: [Agency], account lead [Name]
Date and validity: [Date]; valid for 30 days

1. Summary
Demo requests from the website have been flat for two quarters while traffic grew, and the sales team cannot see which pages lead to demos.
Proposed solution: rebuild the five highest-traffic service pages and the demo form, and set up conversion tracking so every demo request is attributed to a page.
Expected outcome: a measurable demo conversion rate per page within 30 days of launch, against the baseline we record in week 1.
Investment: $18,000 fixed fee in three payments (example figure).
Next step: approve the scope by [date] so discovery can start on [date].

2. Your goal and current situation
Goal: more demo requests from existing traffic. Baseline: [demo requests per month and site sessions from your analytics, recorded in week 1].
Assumption to confirm: the CRM can receive form submissions with a source field.
What happens if nothing changes: paid and organic traffic keeps growing without a matching rise in demos.

3. Proposed approach
Phase 1, discovery (weeks 1-2): 4 stakeholder interviews, analytics review, page and form audit.
Phase 2, design (weeks 3-5): wireframes and designs for 5 pages and the demo form.
Phase 3, build and tracking (weeks 6-8): build in the current CMS; form-to-CRM connection; conversion events.
Risks and how we manage them: content approvals slip; we agree one approver and a 3-working-day review window.

4. Scope and deliverables
Discovery summary (PDF; acceptance: approved by the Operations Director).
5 page designs and 1 form design (Figma; 2 revision rounds each).
5 built pages and 1 form on staging, then production (acceptance: QA checklist passes on the named browsers).
Tracking plan and conversion events (acceptance: test submissions appear in analytics and the CRM).
Optional add-on: copywriting for the 5 pages, $3,000 (example figure).
Not included: new pages beyond the 5, paid media, CRM configuration beyond the form connection.

5. Timeline and responsibilities
Week 2: discovery summary approved (client: interview availability by week 1).
Week 5: designs approved (client: feedback within 3 working days per round).
Week 8: launch (client: final copy by week 6).
Client approver: Operations Director.

6. Investment
$18,000 fixed: $7,200 on signing, $5,400 on design approval, $5,400 at launch (example figures). Hosting and software licences stay on your accounts.
Additional work: quoted and approved in writing before it starts.

7. Reporting and communication
Weekly status email every Friday; shared project board; escalation to [Agency director].

8. Team and relevant experience
Team: account lead, designer, developer, analytics specialist.
Experience: [Add real, permissioned examples only.]

9. Next steps
Confirm the approver, approve this scope, sign the services agreement and pay the first invoice. Discovery starts the following Monday.

Event planning proposal template

Preserved from the former standalone template. Use this specialist example only when its scope matches your engagement; edit and copy it below or download the text.

Edit Event planning proposal template

Event planning proposal template

Event overview

Start with overview.

Thank you for considering [Agency] as your event planning partner. We understand that [Client Name] is planning a [type] event designed to [goals], and we are excited to bring our expertise in event concept development, logistics management, and flawless execution to make your vision a reality. After reviewing your initial brief and objectives, we have identified an approach that balances creative impact with operational precision, ensuring every attendee leaves with a memorable experience that reinforces your brand and business objectives. Our team has successfully produced [X]+ events ranging from intimate executive gatherings to large-scale conferences with [X]+ attendees, giving us the depth of experience to anticipate challenges and deliver exceptional results. This proposal outlines our event concept, venue selection criteria, vendor management approach, detailed budget allocation framework, planning timeline, day-of execution plan, post-event analysis methodology, and the investment required. We are confident this partnership will produce an event that exceeds expectations and delivers measurable outcomes for [Client Name].

Event concept & theme

Present event concept.

Our event concept development process begins with a deep-dive discovery session to understand [Client Name]'s brand identity, event objectives, target audience demographics, and desired emotional takeaway. We propose the theme [Theme/Concept], which creates an immersive experience that [description] while reinforcing your core brand values. The concept encompasses visual design language including color palettes, typography, and environmental graphics; experiential touchpoints from arrival to departure that guide the attendee journey; interactive elements such as [elements] that encourage engagement and social sharing; and curated content programming that delivers value while maintaining energy and flow throughout the event. Every design decision is intentional, from the welcome signage to the closing remarks, creating a cohesive narrative that attendees will remember and associate with [Client Name]. We will present three concept directions with mood boards, floor plan sketches, and experience maps for your review, refining the selected direction through two rounds of revisions before finalizing the creative brief that guides all vendor and production partners.

Event details & logistics

Detail logistics.

Event specifications: Date: [Date], Time: [Time] with guest arrival at [Time], Location: [Venue], Expected attendance: [Number] guests, Format: [Format]. Our venue selection criteria evaluate capacity, accessibility, technical infrastructure, aesthetic alignment with the event theme, catering capabilities, and proximity to transportation hubs for attendee convenience. Logistics planning covers every operational detail: venue configuration and setup beginning [X] hours before doors, catering and beverage service including dietary accommodation tracking for all registered attendees, professional audio/visual production with redundant backup systems, transportation and parking coordination including valet or shuttle services as needed, digital registration and badge printing with real-time check-in monitoring, signage and wayfinding throughout the venue, security staffing and emergency protocols, and sustainability considerations including waste reduction, recyclable materials, and carbon offset options. We maintain detailed logistics run-of-show documents that are updated daily during the final two weeks before the event, ensuring every team member and vendor partner operates from a single source of truth.

Vendor management

Explain vendor approach.

Our vendor management approach leverages established relationships with a vetted network of [X]+ preferred partners to secure competitive pricing, priority availability, and guaranteed service levels. We manage all vendor categories including: venue management, catering and beverage services, audio/visual production, entertainment and talent, photography and videography, floral and décor, lighting design, furniture and rental equipment, transportation providers, and specialty vendors unique to your event requirements. Our process includes: issuing detailed RFPs to a minimum of three qualified vendors per category, conducting comparative bid analysis with transparent cost breakdowns, negotiating favorable contract terms including cancellation provisions and liability coverage, coordinating production schedules and load-in/load-out logistics across all partners, managing vendor communications through a centralized project management platform, and conducting on-site vendor supervision to ensure contractual deliverables are met. We handle all vendor payments, reconciliation, and dispute resolution, providing [Client Name] with a single point of accountability for the entire vendor ecosystem.

Timeline & planning

Provide timeline.

[X] months before the event: Complete concept development, finalize venue selection and contract, establish budget allocation framework, and begin vendor RFP process for major categories. [X] months before: Confirm all primary vendors, execute contracts, finalize floor plans and production designs, launch attendee registration if applicable, and begin content programming development. [X] months before: Complete all vendor bookings, finalize menus and catering details, confirm audio/visual technical requirements, order custom materials and signage, and conduct first full production meeting with all vendor partners. [X] weeks before: Execute final venue walkthrough with key vendors, confirm attendee counts and dietary requirements, finalize run-of-show document, distribute day-of assignments to all team members, and complete contingency planning for weather, technical failures, and other risk scenarios. Week of event: Oversee load-in and setup, conduct technical rehearsals, perform final quality checks, and brief all on-site staff. Throughout the planning process, we provide bi-weekly status updates and maintain a shared project tracker accessible to [Client Name] stakeholders at all times.

Budget breakdown

Present budget.

Our budget allocation framework ensures every dollar is strategically invested to maximize event impact while maintaining financial discipline. Total estimated budget: $[amount]. Detailed allocation: Venue rental and associated fees: $[amount] ([X]% of total), Catering and beverage service: $[amount] ([X]% of total), Audio/visual production and lighting: $[amount] ([X]% of total), Entertainment and programming: $[amount] ([X]% of total), Décor, floral, and environmental design: $[amount] ([X]% of total), Photography and videography: $[amount] ([X]% of total), Transportation and logistics: $[amount] ([X]% of total), Printed materials and signage: $[amount] ([X]% of total), Event management fee: $[amount] ([X]% of total), Contingency reserve: $[amount] (minimum 10% of total). We maintain real-time budget tracking with automated alerts when any category approaches [X]% of its allocation. All expenditures exceeding $[threshold] require written client approval before commitment. Monthly budget reconciliation reports detail actual versus projected spending, and we actively seek cost savings opportunities without compromising quality throughout the planning process.

Day-of execution

Detail execution.

Day-of execution is where meticulous planning translates into a seamless attendee experience. Our on-site team includes [X] dedicated event coordinators, each assigned to specific operational zones, plus a lead producer who serves as the single point of contact for [Client Name] throughout the event. The day begins with an all-hands vendor briefing [X] hours before doors open, followed by systematic quality checks across every touchpoint: registration technology, audio/visual systems, catering stations, signage placement, lighting cues, and environmental temperature. We operate from a minute-by-minute run-of-show document with built-in buffer time at critical transition points, and our team communicates via dedicated radio channels to coordinate real-time adjustments invisibly. Contingency protocols are in place for common disruption scenarios including technical failures, weather changes for outdoor elements, speaker no-shows, and medical emergencies. Our philosophy is that attendees should never see the operational machinery behind a great event, and we pride ourselves on solving problems before they become visible while ensuring [Client Name] stakeholders can focus entirely on engaging with their guests.

Post-event services

Explain post-event.

Our post-event analysis methodology ensures [Client Name] captures the full value of the event and gains actionable insights for future planning. Within 48 hours of the event, we oversee complete venue breakdown and vendor load-out, conduct a preliminary debrief with the [Client Name] team capturing immediate impressions, and initiate vendor payment processing against final invoices. Within one week, we deliver all photography and videography assets in both high-resolution and web-optimized formats, distribute a comprehensive attendee feedback survey, and compile social media engagement metrics. Within two weeks, we present a detailed post-event report covering: attendance analytics versus projections, budget reconciliation with final actual-versus-estimated comparisons, attendee satisfaction scores and qualitative feedback themes, media coverage and social media reach analysis, vendor performance evaluations, and strategic recommendations for future events. Final financial reconciliation and refund processing for any unused contingency funds is completed within 30 days. This data-driven approach ensures every event builds institutional knowledge that improves outcomes over time.

Investment

Present pricing.

Event management fee: $[amount], covering the full scope of planning, coordination, and execution services outlined in this proposal. This fee reflects [X] months of dedicated project management, creative development, vendor coordination, on-site execution, and post-event analysis. Payment structure: [X]% deposit upon signed agreement to secure your date and initiate planning, [X]% due at the vendor contracting milestone approximately [X] months before the event, and the remaining [X]% due [X] weeks prior to the event date. Event production costs including venue, catering, audio/visual, entertainment, and all other vendor services are separate from the management fee and can be paid directly to vendors or processed through [Agency] with a transparent [X]% coordination markup. For clients who prefer a single-invoice approach, we offer a fully managed budget model where all costs flow through [Agency] with detailed monthly accounting. We also offer day-of coordination packages starting at $[amount] for clients who handle their own planning but want professional execution support.

Why choose us

Differentiate.

Over the past [X] years, [Agency] has successfully planned and executed [X]+ events ranging from corporate conferences and product launches to gala dinners and multi-day retreats, consistently delivering experiences that exceed client expectations and achieve measurable business outcomes. Our team brings [X] combined years of event management experience across industries including technology, finance, healthcare, and nonprofit, with specialized expertise in attendee experience design that drives engagement and brand recall. We maintain preferred relationships with [X]+ vetted vendors across the region, enabling us to secure priority availability and competitive pricing that individual clients cannot access. Our client satisfaction rate of [X]% and repeat booking rate of [X]% reflect the trust we earn through transparent communication, disciplined budget management, and relentless attention to detail. We are equally committed to sustainable event practices, incorporating waste reduction, local sourcing, and carbon-conscious planning into every production.

Next steps

Next steps.

We are excited about the opportunity to bring [Client Name]'s event vision to life. To move forward, we propose the following steps: First, schedule a 90-minute creative discovery session within the next [X] business days to align on event objectives, explore concept directions, discuss venue preferences, and establish budget parameters. Second, upon signed agreement and deposit, our team will begin the concept development phase including venue scouting, initial vendor outreach, and creative direction presentations within two weeks. Third, we will deliver three concept options with mood boards, preliminary floor plans, and budget estimates for your review and selection. Fourth, once the concept direction is approved, we will move into full production planning with vendor contracting, detailed timeline development, and regular status updates on a bi-weekly cadence. We are flexible and happy to customize any aspect of this proposal to meet [Client Name]'s specific requirements, timeline constraints, or budget considerations.

Edits stay in this page until you leave. Download a copy before closing.

A proposal describes the offer. Before work starts, attach a services agreement that covers ownership, confidentiality, liability, cancellation and governing law; see the contract templates.

Specialist versions

Use a specialist template when the scope, deliverables or pricing model differ from the general proposal. Each one has its own Word download.

Marketing

Marketing agency proposal template

A marketing agency proposal with a filled-in example scope, a 90-day plan, KPIs with baselines and three retainer options. Built for agencies pitching integrated work across search, paid media, content and email.

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SEO services proposal template

An SEO proposal template with sections for audit findings, keyword targets, technical and on-page work, content, link building, reporting, a realistic timeline and pricing options. For SEO agencies and consultants.

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Social media management proposal template

A social media management proposal template with sections for the audit, platform choice, content pillars, community management, paid social, reporting, timeline and pricing. For social media agencies and consultants.

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Content marketing proposal template

A content marketing proposal template with sections for the audit, content pillars, production volume, distribution, SEO, measurement, calendar and pricing. For content agencies and consultants.

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PR Services Proposal Template

A comprehensive PR proposal covering media relations, content creation, crisis management, and measurement. Perfect for PR agencies and consultants pitching public relations services.

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Influencer Marketing Proposal Template

A comprehensive influencer marketing proposal covering influencer identification, campaign strategy, content creation, performance tracking, and ROI measurement. Perfect for influencer marketing agencies and brands pitching creator partnerships.

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Design

Web design proposal template

A web design proposal with a filled-in page list, a 10-week milestone plan, a revision policy and a 50/25/25 payment schedule. For agencies and freelancers pitching new sites and redesigns.

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Creative

Video production proposal template

A video production proposal with a filled-in example: concept, pre-production, shoot plan, edit schedule, deliverables, revision rounds, usage rights and payment terms.

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Photography services proposal template

A photography proposal template with sections for shoot planning, shot list, deliverables, retouching, usage rights, timeline and pricing. For photographers and studios pitching commercial, product or event work.

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Graphic design proposal template

A graphic design and brand identity proposal with a filled-in deliverables list, an 8-week concept-to-handover timeline, a revision policy, file formats and usage rights.

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Technology

IT Services Proposal Template

A comprehensive IT services proposal template covering infrastructure, support, security, and managed services. Perfect for IT service providers and MSPs pitching technology solutions and support services.

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App/Software Development Proposal Template

A comprehensive app development proposal covering requirements, architecture, development process, testing, and deployment. Perfect for software development agencies and developers pitching mobile and web application projects.

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Consulting

Business consulting proposal template

A consulting proposal template with sections for the problem statement, methodology, deliverables, outcomes, timeline, team and fees. For independent consultants and consulting firms.

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What a good agency proposal does

Makes the scope unambiguous

Pages, deliverables, quantities and exclusions are named, so there is nothing to argue about later.

Shows the plan and the dates

Milestones, approvals and the client's own deadlines are set out, so both sides know what happens when.

Makes saying yes easy

Clear options, payment terms and next steps, with an expiry date, give the client everything needed to decide.

Frequently asked questions

How do I use these proposal templates?

Start with the general proposal at the top of this page, or open the template for your service. Edit it on the page and copy it, or download the Word file. Replace the bracketed placeholders, such as [Client Name] and [amount], and swap any example figures for your own scope, dates and rates.

Are these templates free to use?

Yes. Every template is free to copy and adapt, with no sign-up. Review each section before sending so the scope, timeline and pricing match what you actually offer.

What should I include in a proposal?

A short summary, the client's goals in their own terms, your approach, a specific scope with exclusions, a timeline with milestones, how revisions work, the team, pricing and payment terms, and clear next steps with an expiry date.

How long should a proposal be?

Long enough to make the scope, timeline and price unambiguous. For most agency projects that is about 5 to 10 pages, with case studies and bios in an appendix. Keep the summary to one page, because some decision-makers read only that.

Can I send proposals from AgencyPro?

Yes, on the Pro plan. AgencyPro Documents lets you build proposals, quotes and contracts from templates, see when the client views the link, collect acceptance and e-signatures, and convert an accepted proposal into a contract or invoice.

Send proposals that turn into contracts and invoices

On the AgencyPro Pro plan, build proposals from templates, collect e-signatures and convert an accepted proposal into an invoice. See AgencyPro Documents, and when a proposal goes quiet, use the proposal follow-up email template.

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