Why the proposal matters as much as the price
A general contractor reads your proposal twice: once on bid day, when an estimator is deciding whether your number covers the whole scope, and again months later, when there’s an argument about who was supposed to do something. A proposal that is clear on both readings wins more work and gets you paid for extras.
Most proposals fail in the same ways. They don’t say which drawings they’re based on, the exclusions are vague (“anything not listed”), or the terms are missing. This builder walks through each section so nothing important is skipped.
How to use the builder
The builder has five steps. You can move between them in any order, and your work is saved in your browser as you go.
- Your company. Name, contact, phone, email, address and license number. These appear in the header of the PDF.
- Client and project. Who you’re bidding to, the project name and address, bid date, your proposal number, and the documents your price is based on.
- Scope. Pick your trade to load a starter list of inclusions and exclusions, then reword, reorder, remove or add items. Clarifications cover the assumptions behind your price.
- Price. Enter one lump sum, or itemize the price by area or system. Add alternates as adds (positive) or deducts (negative).
- Terms. Proposal date, how many days the price is valid, payment terms and schedule.
The checklist on the right shows what’s still missing. When you download, the PDF includes signature blocks for you and for the client.
Writing scope language that holds up
Name the documents. “Based on architectural drawings A0.1 to A6.2 dated June 12, 2026 and addendum 2” protects you if a later revision adds work. Without it, you’ve agreed to price whatever the current set shows.
Make exclusions specific. “Acoustical ceiling tile and grid” is enforceable. “Work by others” isn’t. If a common item is in your trade but not in your price, list it. The GC will usually plug it when they level bids, and you won’t be blamed for a gap later.
Use clarifications for assumptions. Working hours, number of mobilizations, who provides hoisting, whether temporary power and water are available, and how retainage is handled all belong here. They’re the details that turn into change orders.
Keep each line to one idea. Short, numbered items are easier for the GC to confirm and easier for you to point to later.
A worked example
A drywall contractor bids a retail tenant buildout:
- Based on: architectural drawings A0.1 to A6.2 dated June 12, 2026 and the project manual.
- Inclusions: metal stud framing and furr-downs as shown; gypsum board hung, taped and finished to Level 4; fire-rated assemblies per the listed UL designs; acoustical batt insulation where noted.
- Exclusions: acoustical ceilings, Level 5 finishes, exterior sheathing and air barrier, blocking not shown on the drawings, access panels, permits.
- Price: $186,400 lump sum.
- Alternate 1: add Level 5 finish at lobby walls, $6,850.
- Terms: monthly progress billing, net 30, retainage per the prime contract; about six weeks on site; valid for 30 days.
When the GC levels bids, this proposal is easy to read: every excluded item is named, so the estimator knows exactly what to plug, and nothing is hidden.
The best proposals are boring to read. Everything the GC needs to compare you is on the first page, and nothing is left to interpretation.
Before you send it
- Check the drawing list and addenda against the bid invitation.
- Read your exclusions against the spec sections for your trade. If the spec says you provide it, either price it or exclude it explicitly.
- Match your payment terms to what the GC’s bid form asks for, or clarify the difference.
- Confirm the math: if you itemized, the lines should add up to the base bid.
Related tools
Need just the scope language for your own template? The inclusions and exclusions library exports a numbered list by trade. To make sure your price covers labor and overhead, start with the labor burden calculator and the overhead and markup planner.