Website proposal template

How to use this

Send this proposal within a day of the sales meeting, while the conversation is fresh. Copy everything below the line into a document, replace every [square bracket] with your details, and delete any section that does not apply. Use the client's own words from the meeting in the "What you told us" section. A proposal that sounds like them gets signed faster than one that sounds like a brochure. Keep it to 2 to 3 pages.

This is not legal advice. A proposal like this can become a binding agreement once it is accepted. Laws on contracts, payments, consumer rights, taxes and data differ by state and country. Have a qualified professional review your standard terms before you use them with clients.

Website proposal for [Client business name]

Prepared for: [Client name, role] Prepared by: [Your name], [Your business name] Date: [Date] Valid until: [Date, for example 30 days from today]

What you told us

[Two to four sentences summarizing the client's situation in their words. Example: "Most of your new patients call after finding you in search, but the current site makes the phone number hard to find on a phone. You want people to be able to book online, and you want to update your hours and team photos yourself without calling anyone."]

What we will build

Goals

• [Goal 1, for example: make it easy to call or book from a phone]
• [Goal 2, for example: rank for "[service] in [city]"]
• [Goal 3, for example: let staff update hours and photos themselves]

Pages

Page	Purpose
Home	[Explain who you are and get visitors to call or book]
[Services]	[One section or page per service]
About	[Team, story, trust signals]
Contact	[Map, hours, phone, form]
[Other page]	[Purpose]

Features

• [Online booking through [booking tool the client already uses or will choose]]
• [Contact form sending to [email address]]
• [Editable content areas for hours, team and photos]
• Works well on phones, tablets and laptops
• Basic search setup: page titles, descriptions, headings, image alt text, a sitemap
• [Analytics setup]
• [Privacy policy and cookie notice placed on the site, with text provided by you or your adviser]

What is not included

So we both know where the edges are, this project does not include:

• [Writing all page text from scratch, unless listed above]
• [Professional photography]
• [Logo or brand design]
• [Online store or payments]
• [Ongoing advertising or paid search management]
• [Translations]

We are happy to quote any of these separately.

Timeline

Stage	What happens	Target date
Kickoff	We confirm scope and you send content	[Date]
First version	You review the full site on a private link	[Date]
Revisions	Up to [number] rounds of changes	[Date]
Launch	Site goes live on your domain	[Date]
Handoff	Logins, a short walkthrough, and your handoff notes	[Date]

The timeline depends on receiving content and feedback on time. If content arrives late, dates move by the same amount.

Investment

Item	Price
Website design and build, as described above	[$amount]
[Optional extra, for example: copywriting for [number] pages]	[$amount]
Total build	[$amount]

[Example only: an example offer could be around $2,500 upfront plus $1,000 a year for agreed maintenance. Your prices should reflect your own scope, location and costs.]

[Add tax wording if it applies where you operate.]

Payment terms

• [50]% deposit to book the start date, due on acceptance
• [50]% balance due at launch, before the site is moved to your domain
• Invoices are due within [number] days
• Accepted payment methods: [methods]
• Work pauses if a payment is more than [number] days overdue

Ownership

• You own your domain name. It is registered in your name, or transferred to you, and you hold the login.
• The text, logo and photos you supply stay yours.
• The website itself (design, build, code and files) is run by us under the care plan. If you want to own it and take it with you, you can buy it out for a one time fee of [$amount], agreed now. [Example only: around the setup fee.]
• If care ends without the buyout, the site comes down at the end of the paid term. Your domain stays yours.
• Third party items (fonts, stock photos, plugins, booking tools, hosting) remain under their own licenses and terms. Where they need a paid account, it is set up in your name.
• We may show the finished site in our portfolio unless you ask us not to: [yes / no].

Optional yearly maintenance

After launch, you can choose to have us look after the site. This is optional and starts on [launch date or date].

Included	Not included
[Hosting management on your account]	[New pages or new features]
[Security and software updates]	[Redesigns]
[Regular backups and a tested restore]	[Content you have not supplied]
[Uptime monitoring]	[Problems caused by third party services outside our control]
[Up to [number] small content changes a month]	[Work beyond the monthly allowance, billed at [$rate] an hour]
[Response to issues within [number] business days]	[Emergency weekend support, unless agreed]

Price: [$amount] a year, billed [annually / monthly], renewing each year unless either side gives [number] days' notice.

The full scope is set out in the maintenance agreement (see the maintenance scope template).

Revisions and changes

• The price includes up to [number] rounds of revisions on the first version.
• A change that adds pages, features or new content not listed above is a change in scope. We will tell you before doing it and quote it separately.

What we need from you

• Logo files
• Text for each page, or notes we can write from
• Photos, or permission to use suitable stock images
• Access to your domain registrar, or details to register a new domain
• Access to any tools the site connects to (booking, email, analytics)
• One named person who gives feedback and approvals

Next steps

1. Reply to this email to accept, or sign below.
2. We send the deposit invoice.
3. Once it is paid, we confirm the kickoff date and send the content checklist.

Acceptance

By signing, you accept this proposal and its terms.

	Client	[Your business name]
Name	[ ]	[ ]
Signature	[ ]	[ ]
Date	[ ]	[ ]