See what a project proposal covers.
A sample structure for a business website and enquiry workflow.
No customer project, price, delivery date or support commitment is represented here. Replace the planning prompts with the details agreed for your own project.
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1. Parties and project goal
- Customer and contracting supplier
- Confirm the legal names, billing details and authorised contacts in the actual proposal.
- Illustrative goal
- Present services clearly and route enquiries to the team for follow-up.
- Planning prompt
- Describe the current problem, intended users and how you will assess the first release.
2. Scope, exclusions and acceptance
| Example item | Acceptance discussion |
|---|---|
| Service pages | List the agreed pages, approved content and supported screen sizes. |
| Enquiry form | Agree required fields, validation, where requests are saved and the confirmation shown to visitors. |
| Team handover | Agree who reviews requests and how they reach the authorised team. |
Exclusions to clarify: booking engines, payment processing, supplier APIs, CRM migration and ongoing content management are separate scope decisions, not included automatically.
Dependencies: identify who supplies content, domain/hosting access, provider accounts and approvals. Record how delayed inputs affect milestones.
3. Milestones and review points
- Planning: agree the page list, user journey, responsibilities and acceptance checks.
- Design review: review the agreed layouts and record approval or changes.
- Build review: check the pages and enquiry journey in a review environment.
- Acceptance and handover: resolve agreed issues, confirm sign-off and complete the agreed launch and handover items.
For each milestone, record the owner, deliverables, target date, dependencies and approval evidence. Dates and review allowances are filled in for your project.
4. Price, payment and changes
- Record the quoted amount, currency, applicable taxes and proposal validity.
- State each payment amount and its agreed trigger. No amounts or percentages are set by this sample.
- List hosting, licences, usage charges and renewals separately, including who pays each provider.
- Confirm any cancellation and refund provisions in the actual written terms.
- Approve the scope, cost and timing effect of a requested change before it is added.
5. Ownership, launch and handover
- Confirm source-code and data rights, licence limits and account ownership.
- List the access inventory, documentation, training and backup/export instructions included.
- Record deployment responsibility, acceptance sign-off and recovery arrangements.
- Transfer access through the agreed secure process; do not include passwords in the proposal.
6. Support and next decision
Agree the support contact, hours, coverage period, response expectations, escalation route and maintenance charges. Distinguish defect fixes from enhancements and provider issues.
Before proceeding, check that both parties understand the final scope, dependencies, commercial terms and approval process.
The project-specific written proposal and agreed terms establish the actual commitments.