How do you write clear and concise design proposals and contracts?

1 Understand your client's needs

Before you start writing your proposal or contract, you need to understand your client's needs, goals, and expectations. What are their pain points, preferences, and priorities? What are their budget, timeline, and deliverables? How do they want to communicate and collaborate with you? You can gather this information by conducting a thorough discovery session, asking open-ended questions, and listening actively to their responses.

2 Define your scope of work

Your scope of work is the core of your proposal or contract. It defines what you will do, how you will do it, and what you will deliver. It also sets the boundaries of your responsibilities and liabilities. To write a clear and concise scope of work, you should use simple and specific language, avoid jargon and ambiguity, and break down your tasks into manageable phases or milestones. You should also include any assumptions, exclusions, or contingencies that may affect your work.

3 Outline your fees and payment terms

Your fees and payment terms are the financial aspects of your proposal or contract. They specify how much you will charge, how you will charge it, and when you will get paid. To write clear and concise fees and payment terms, you should use numerical values, percentages, or ranges, rather than vague words like "fair" or "reasonable". You should also explain the basis of your fees, such as hourly, fixed, or percentage-based, and the factors that may influence them, such as revisions, changes, or expenses. You should also state your payment schedule, methods, and policies, such as deposits, invoices, late fees, or refunds.

4 Highlight your value proposition

Your value proposition is the benefit or outcome that you will provide to your client through your design services. It is what sets you apart from your competitors and makes you the best choice for your client. To write a clear and concise value proposition, you should focus on the results, not the features, of your design. You should also use emotional triggers, such as pain points, desires, or fears, to connect with your client and persuade them to take action. You should also provide evidence, such as testimonials, awards, or portfolio examples, to back up your claims.

5 Use a professional format and tone

Your proposal or contract is not only a document, but also a representation of your brand and professionalism. Therefore, you should use a consistent and appropriate format and tone for your writing. You should use a clear and legible font, size, and color, and follow the standard conventions of grammar, spelling, and punctuation. You should also use a formal and respectful tone, and avoid slang, humor, or sarcasm. You should also use active voice, positive words, and direct sentences, and avoid passive voice, negative words, or complex sentences.

6 Review and revise your document

Before you send your proposal or contract to your client, you should review and revise it carefully. You should check for any errors, inconsistencies, or gaps in your content, format, or tone. You should also ask for feedback from a colleague, a mentor, or a professional editor, and make any necessary changes. You should also test your document for readability, clarity, and conciseness, using tools such as Hemingway or Grammarly. Finally, you should proofread your document for any typos or mistakes, using tools such as SpellCheck or ProWritingAid.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?