I decided to start my research into design proposals, how to write one and how best use them. I read the book ‘A project guide to UX design’ I read chapter 3 ‘Proposals for Consultants and Freelancers’. It was an interesting read and it was were I got most of my information from.
What is a proposal?
A design proposal is a way to outline the work you expect to do and the time you will need to complete the client design brief. In this document you also highlight what the goals or aims for the project are and what the client expectations are for you as a designer. It can sometimes be used as a way to apply for a client brief when competing with other designers.
Do I need a proposal?
Yes! you should always write a proposal when working with clients. Not only are they a legal contract but they are also a way of protecting you. Promises can be broken on either side of the project so this is a way of ensuring that the work that is promised to take place, along with the payment is completed. The proposal will also ensure you as the designer are provided with the time needed to complete the project without being unnecessarily rushed.
A proposal also allows you to define terms that protect both sides in the event that something changes. If the client does not provide you with timely access to their resources, your timeline may slip; you need to make them aware of their obligations to the project’s success. If a client loses funding and kills the project and you do not have a proposal or other form of contract in place then you may run the risk of not getting paid for work you have already completed. Always write a proposal.
What should I include?
The sooner a proposal is approved and signed, the sooner you can begin work and-most importantly begin to get paid for the work.
The core components of a a good proposal are as follows:
1- Title page: This is what introduces your document. A typical title page consists of the following elements:
- Client company name
- Submission date
- Client company logo (if you have permission to use it)
- Proposal authors
- Project title
- Project reference number
- Document type (proposal)
- Cost
- Version of proposal
- Confidentiality
For your first proposal, include everything, except the client’s company logo, the cost, and (potentially) the project reference number. Why not include these elements on the title page? Includes things such as: client company name, project title, submission date etc.
It’s a good practice in general to send a link rather that an attachment so that things don’t get lost in the inbox.
Below is an example of a title page.
Next, on the first page inside I could include an introduction in the form of a short letter.
2- Revision history: This would be the amount of iterations made before getting to the final version.
3- Project overview/objectives: This would need to give a clear and solid overview of the project to be undertaken and the goals expected.
4- Project approach/my process: This is where you tell the client what your design process is like and how you will be completing their design brief. Here I could include client expectations, deadlines (my timeline)
5- Additional costs/fees and project pricing: Here you can break down the pricing into smaller segments. It is important to structure your pricing will pretty much define your relationship with the client.
For example: besides the logo design, you also list other items like: brand strategy that precedes logo design, and also stationery design or a style guide that follows logo design etc.
Keep in mind that it is easier to ask for a higher price and then lower it than it is to do the reverse.
A good practice is to give the client either a price range (if you charge a flat rate) or you can estimate hours (if you charge per hour).
6- Scope of work: This is where you say what aspects of the brief are your responsibilities or the clients.
7- Assumptions: Here you state what your expectations as a designer are of the clients.
8- Deliverables: Here you specify what kind of work your client can expect from you.
9- Ownership and rights: Copyright, ownership and how much or how little the client can use the work you produce for them.
10- Payment schedule: This depends on personal preference you could either have the client pay for a deposit before hand or they could pay you in instalments.
11- Acknowledgement and sign-off: This come at the end of the agreement were the client now has to sign the contract.