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Website Proposal Template for Word, PDF

Sell your web design services with this professional website proposal template.

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    Available for Word & PDF

    Template Highlights

    • First, thank the client for reading your proposal and briefly introduce your services
    • Briefly describe your company and team, without going too in-depth (you don't want to drown your reader in details)
    • Sumarize the project, including its importance to the client's larger goals and the risks of not taking it on
    • Fill out the chart with the major components of the project, as well as the timeline
    • Include a pricing and payment schedule
    • Close with a space for signatures
    • Download it as a Word or PDF file
    • Print it, email it, use it to test whether that old pen still has any ink in it

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    Website Proposal Template

    Website Proposal Template

    As a managed web services provider, you help companies keep their websites running smoothly and performing well in search engines, so that they can attract new customers. This template will help you develop proposals to respond to Requests for Proposals (RFPs) or to share your capabilities with potential clients.

    HubSpot Tip: Be sure to adapt this template to each project you pursue. It is important to provide each client a customized proposal that is specific to the unique requirements of their website.

    Cover Letter

    The first page of your proposal should consist of a cover letter directed to the client. Thank the client for accepting your proposal and briefly describe your service offering.

    Close the letter with a couple of sentences stating that you are looking forward to working with them. Provide your contact information (e.g., email address and phone number) so that they can get in touch with you with any questions about your proposal.

    HubSpot Tip: Include an electronic signature or hand-sign the cover letter for a personal touch.

    Our Company and Team

    Provide a one-paragraph overview of your website management company. Some things to consider including are: when, why, and by whom your company was founded. Talk about key websites that you currently manage or have managed in the past, focusing on ones that are similar to the project you are currently proposing. Describe your company’s mission and tell the reader what sets you apart from other website services firms.

    Our Services

    Give an overview of the types of assistance you offer to clients. This list does not need to be specific to this particular website management proposal. Include all of the services that your company offers.

    After giving a brief introduction, you can provide the services in a bulleted list, as shown below:

    • Website Hosting

    • Site Management

    • Web Form Testing

    Our Proposed Web Management Team

    Offering a credible team is essential to the success of any proposal. Provide an overview of your team and the role each member will play in managing the client’s website. Then, provide the name, title, and a brief profile or biography of each of your proposed staff.

    Each profile should comprise a short paragraph and should include the team member’s years of experience in website management, any relevant certifications or educational milestones, and similar projects they have completed in the past.

    • Team Member 1, Title – Profile

    • Team Member 2, Title – Profile

    • Team Member 3, Title – Profile

    HubSpot Tip: To personalize the proposal and connect faces with the names, you could also include professional headshots of your proposed team.

    Project Objectives

    Give an overview of the project, describing the purpose of your agency’s web management services. Indicate how the website fits with your client’s strategic goals and tell them why it is important to manage it appropriately.

    What are the risks of leaving a website unmanaged? What improvements will your organization make for the client?

    HubSpot Tip: Before writing your proposal, gather information about the client’s objectives either by speaking with them directly or by reviewing background materials, like their company website and the RFP.

    Major Activities and Timeline

    Indicate the activities involved in managing the website, with start and completion dates. You can use a simple table, like the one that follows, to depict the timeline.


    Start Date

    Completion Date

    HubSpot Tip: Including a detailed schedule highlights your credibility and shows your capacity to complete all phases of the website management project on time.

    Pricing and Payment Schedule

    Website management work often involves a monthly or yearly payment by the client for ongoing services. You can use a table like the one below to indicate the proposed payment schedule.





    Upon contract signing


    Monthly Web Management Fee

    By the 15th of the previous month


    Year One Total:


    Annual Total for Subsequent Years:


    HubSpot Tip: Update the pricing information and payment schedule according to the specifics of the project.

    Signatures and Agreement

    Indicate what is needed to finalize the contract. Most likely, you will need a signature from the client, and payment of a deposit. You should also add your company’s specific contract details indicating the terms and conditions for this work.

    Include a place for signatures by the client, like shown below.


    [Name], [Role]


    [Name], [Role]


    [Name], [Role]

    HubSpot Tip: Include the names and roles of the people whose signatures you need. Doing so helps to personalize your proposal.

    Frequently Asked Questions

    Before you jump in, make sure you fully understand the client's goals and target audience. Create your proposal around that information: explain how the website you're pitching will help them hit their goals. You should also reference similar projects you've worked on in the past and testimonials from clients in the same industry.

    As free as the thirteenth bagel in a baker's dozen. Once you’ve entered your contact information, you can instantly download this template (along with all the other templates in this collection!). That’s it.

    You definitely can.