← Back to Blog·Business Tips·8 min read·February 23, 2026

How to Write a Contractor Proposal That Wins the Job

You finished the walkthrough. The homeowner likes you. They said the magic words: "We’re getting a few more quotes."

Now what?

Most contractors either give a verbal price on the spot or go home and spend 45 minutes typing something up in Word. By the time they send it, the homeowner has already received a clean PDF from someone else. That someone else gets the job — not because they’re better, but because they looked more professional and responded faster.

A good proposal isn’t about fancy design or legal jargon. It’s about clearly communicating what you’re going to do, what it costs, and why the customer should trust you. Here’s how to write one that actually wins work.

What Every Contractor Proposal Should Include

1. Your Company Information

Start with the basics. Your company name, phone number, email, license number, and address. If you have a logo, include it. This is the first thing the customer sees, and it sets the tone. A proposal with a logo and clean formatting says “established business.” A text message with a dollar amount says “side job.”

2. The Customer’s Information

Include the customer’s name, property address, and contact info. This sounds obvious, but a lot of contractors skip it. Personalizing the proposal shows you’re paying attention and makes the document feel like it was made specifically for them — not copy-pasted from a template.

3. A Clear Scope of Work

This is the most important section. Spell out exactly what you’re going to do. Not in vague terms like “replace roof” — in specific terms like:

•Remove existing shingles and underlayment down to decking

•Inspect and replace damaged decking as needed

•Install synthetic underlayment

•Install GAF Timberline HDZ architectural shingles

•Replace all flashing around chimney and vents

•Full cleanup and debris removal

The more specific you are, the fewer arguments you’ll have later. A detailed scope of work protects you just as much as it reassures the customer.

4. Itemized Pricing

Don’t just give a lump sum. Break it down. When a customer sees exactly where their money is going, they’re less likely to think you’re overcharging. It also makes it easier for them to compare your proposal against competitors — and if your scope is more detailed, you’ll win that comparison.

5. Timeline

Give a start date and estimated completion date. Even a simple “Work to be completed within 5 business days of start date” is better than nothing. Customers want to know when you’re showing up and how long you’ll be in their space.

6. Terms and Conditions

Cover the basics: payment schedule, warranty information, change order policy, cancellation terms, and insurance confirmation. You don’t need a lawyer to write this. Keep it straightforward and honest.

7. Signature Block

Include a line for the customer to sign and date. A signed proposal becomes a simple contract. It protects both sides and makes the agreement official. Even better — use e-signatures so the customer can approve from their phone without printing anything.

Common Mistakes That Lose Jobs

Sending a text message instead of a document. “I can do it for around 8k” is not a proposal. It’s forgettable, unprofessional, and gives the customer nothing to reference or share with their spouse.

Being vague about scope. If your proposal says “kitchen remodel” and the competitor’s says “demo existing cabinets, install 14 linear feet of shaker-style cabinets, install quartz countertops, plumbing reconnection for sink and dishwasher” — who do you think the homeowner trusts more?

Taking too long to send it. Speed matters more than most contractors realize. The first professional proposal in the customer’s inbox has a massive advantage. If you’re sending quotes 3 days after the walkthrough, you’re already behind.

No follow-up. Send the proposal, then follow up 24-48 hours later with a quick call or text. “Hey, just wanted to make sure you got my proposal — happy to answer any questions.” Simple. Effective. Most contractors don’t do it.

How Long Should a Contractor Proposal Take to Write?

If you’re doing it manually — building a document from scratch in Word or Google Docs — expect 30 to 60 minutes per proposal. That adds up fast when you’re writing 5 to 10 per week on top of actually doing the work.

AI-powered tools like [BidSnap](https://bidsnap.co) can generate a complete proposal in about 60 seconds. You type in the job description, the price, and your company info. The AI creates a professional PDF with a full scope of work, itemized pricing, timeline, and terms. You can send it from your phone before you leave the job site.

Whether you use a tool or write it by hand, the key is to get it in front of the customer fast and make it look professional. That combination wins more jobs than any other factor.

The Bottom Line

Your skills get you the walkthrough. Your proposal gets you the job.

A clean, detailed proposal tells the customer three things: you’re professional, you’re organized, and you know what you’re doing. Most of your competition isn’t doing this. That’s your advantage.

Ready to send your first professional proposal? [Generate one free at BidSnap](https://bidsnap.co) — no signup required. Describe the job, get a PDF in 60 seconds.