There’s a lot to do in starting and running your business. Having a steady flow of flooring proposals to win projects is probably one of your top priorities. Using a flooring bid proposal template is a great way to begin because it serves as a guide so you are not starting from scratch every time. Our free flooring proposal template is downloadable so you can print it out, easily email it to your potential clients, and customize it to fit your business. 

Over the long run, contractors soon find that they can run their businesses more efficiently with tools that go beyond templates. Flooring construction software lets you run your business from a single hub and from anywhere because it offers everything from lead nurturing to project management and makes it easy to get paid. 

Explore more of our templates for flooring  contractors with a free trial of Houzz Pro.

What is a flooring proposal?

A flooring proposal is the document flooring contractors present to potential clients to give them insights into their company, experience and the services it offers. It also includes all the details of the project the customer is seeking, the scope of work and all the costs and expenses associated with doing the work. Unlike an estimate, which typically does not include the exact cost of the flooring job, but more of an educated guess, a proposal spells out precisely what the contractor would charge for the project. It also differs from an exact quote because it is more comprehensive, including information about the company, its services and past projects. 

Why are flooring bid proposals important?

A professional proposal spells out the flooring work you plan to do, builds trust with a client from the start, and can help you win more jobs. A detailed proposal also helps assure everyone is on the same page about the cost of the work, the type and quality of the flooring and the full extent of materials, labor and services you plan to offer.

This can help prevent disagreements and costly change orders down the line. 

When do you send a flooring proposal?

Since proposals are more time consuming to write up than an estimate, you may decide not to use them for every job. For smaller projects, or those in which the client is less committed to doing the work now, an estimate or quote may suffice. But there are scenarios when proposals are the best option. Here are some examples:

• A client liked your initial estimate and is now seeking a more detailed proposal.
• Your potential client has narrowed their search down to a handful of flooring contractors and is requesting a proposal from each to help them make their final decision.
• You decide to go the extra mile to write up a proposal for particularly attractive or bigger projects and in cases where you think it will give you an edge in getting the job.

What should be included in a flooring proposal template?

Most flooring proposals include the same types of basic information, but you may decide to add to that to fit your specific needs or project. Here are the common sections of a flooring proposal:

• Cover Letter This is the first page your clients will see so make it count. It is a short introduction letter personally addressed to your client which describes your company and its services and notes the project you are making a proposal for. It includes all the contact information for both you and the client.
• Executive Summary This is a list of the sections that will follow in the proposal.
• About Us This section provides a more detailed description of your company and the services you offer. Add a list of key  team members with a brief bio to show clients the breadth and depth of the experience in your company and to add a personal touch.
• Scope of Work This is a full description of the flooring work and materials you will be providing as well as any other services you will be offering the clients.  This includes:

-Labor Spell out the type of labor, including subcontractors who will be involved in the flooring project and the rate.

-Equipment What kind of equipment will be required and the cost?

-Fees Don’t forget to include permit costs and any other fees associated with the work.

• Schedule Provide a timeline of the work with a projected start and end date. Also, note the stages of the work and target dates for completion of each.
• Licenses & Certifications Include your license information and any certifications you’ve earned relevant to your work. 
• Warranties Describe the warranties you provide for your workmanship and any guarantees that come from the product manufacturers. 
• Cost & Payment Terms Itemize all the costs and expenses associated with the job so the client can easily understand the price behind their new flooring. This also helps avoid misunderstandings later. Note the payment terms and any fees for late payments or discounts for early ones.
• Acceptance & Signature The proposal wraps up with a line for the clients to date and sign the document.

Optional sections to include in a flooring proposal template

Here are some additional sections you may want to include in your proposal to help you win more flooring projects:

• Testimonials Show off your five-star reviews from past clients. This builds credibility, and impresses your clients. If possible, highlight past projects similar to what they are seeking. Also list any awards and recognitions you’ve received for quality work and customer service.
• Existing Conditions Note the existing conditions of the site and any actions that need to be taken to correct any poor conditions, who is responsible, and costs.
• Exclusions In some cases, you may want to note services and work that is not covered in the proposal. This can provide clarity and avoid disagreements later.
• Visuals Add photographs, diagrams and other visuals to make the vision you have for your clients’ new flooring project come alive. Help potential customers see the magic you can perform for them by showing them the beautiful transformations you have provided past clients. Include high quality before and after photographs in your portfolio.
• Contract Save time and make it convenient to finalize the project by including a contract in the proposal.

How to Create a Flooring Proposal Form Step-by-Step

Now that you know what to include in a proposal, here’s how to get started: 

• Review Plans Conduct a discovery call with clients to learn further details of what they are seeking for their flooring project, and review any plans you already have regarding the work. 
• Visit the Site Walk through the rooms with your client if possible to ensure that you have a full understanding of their expectations and the extent of the work. This also helps in knowing the current condition of the site and what challenges the existing flooring presents.  
• Estimate Costs Know the exact costs of the type of flooring, associated materials, labor and other expenses associated with the project before adding them to the proposal. Check with suppliers, subcontractors and others to gain clear estimates on availability, unit costs, and hourly rates. Add in your overhead and profit margins.
• Choose a Proposal Template The job of writing a proposal is easier when you have a flooring proposal template to guide you. Alternative tools such as flooring contractor software makes the job even more efficient and easy. When choosing a template, make sure it is downloadable and fully customizable to your business and project needs.
• Write Your Scope of Work Gather the plans and your notes, and write up the scope of the work. Make sure you cover everything from site preparation, removal of existing flooring, project work and site clean up. Include all aspects of the flooring work being performed and where. 
• Outline Schedule After reviewing the plans, and consultation with your subcontractors and suppliers, write up the schedule from start to finish. Include target dates throughout the life of the project. A timeline gives comfort and clarity to clients and helps you set your goals.  Account for possible delays such as supply chain issues or inclement weather if the work is outdoors. 
• Details Costs Spell out all the costs in the document with as much detail as possible of the type and quality of materials to be used, and unit price. Also provide details of the labor costs involved in the project such as type of labor and hourly rates. Help the client clearly see the costs behind the work involved and help them realize the quality they are receiving.
• Add Payment Terms To protect your business and keep a steady revenue flow, it is often a good idea to seek an initial down payment from clients before you even prep the site to begin laying the new floor. Include deposit amount in the payment terms and list when payments are due throughout the life of the project. Also, note the late fees you charge for missed payments or discounts for early ones. 
• Write Cover Letter Don’t forget to add a cover letter to make a strong first impression. Brand it with your logo to make it look professional. It should be no longer than one page. Address it to the client, introduce your company and the services it offers, refer to the project the proposal is outlining, and end it with your signature.
• Seek a Second Opinion Once your proposal is written, ask someone you trust to review it for any errors or omissions. 
• Review & Send Give your proposal one last look and send it to your clients. 
• Obtain Signatures The proposal is done, but your proposal work is not completed until your clients have approved and signed off.

Alternatives to Flooring Bid Proposal Templates

With today’s sophisticated technology, tools are available that are more advanced than downloadable templates. Houzz Pro offers flooring contractor software that provides takeoff features to automate complex calculations, helping to expedite the proposal making process. Houzz Pro lets you collaborate with your team from a single place with task assignments and time and expense tracking. It’s everything you need under one roof–from finding leads to getting paid. 

Learn how flooring contractor software can help you run all aspects of your business more smoothly and efficiently as you continue to grow.

Final Tips for How to Write a Flooring Proposal

• Prioritize Clarity Proposals should be detailed, but they should be simply written. Present the information in a readable way, avoiding jargon and unnecessary details. Organize the proposal with a clear structure that makes it easy for the clients to follow and find sections. This ensures that the details in your proposal are easily understood by your clients and everyone is on the same page.
• Add Visual Appeal Photographs, drawings, logos and other visuals enhance the appeal  and professional nature of your proposal. Sprinkling photos, drawing and infographics throughout your proposal can help you stand out from your competitors. Don’t forget to choose a typeface that is easy to read.
• Customize Write your flooring proposal in a way that makes your client feel like it is being written specifically for them and their project. Guide your clients through the proposal phase so that they know what to expect. Such personalized attention from the start signals to the customer that your business will be just as responsive throughout the flooring project.
• Emphasize Customer Service, Safety Besides highlighting your high quality work, skills and experience in the flooring business, provide details on the values, services and commitment to your clients that your business provides. Also, emphasize ways you prioritize safety on the job to give clients peace of mind.
• Note Additional Services Offered Anticipate future projects with this client by noting other flooring services you offer that are relevant to their needs. 
• Submit On Time Speed wins jobs, especially if your competitors submit their proposal late. Send your proposal on time, or early to demonstrate the reliability of your company.
• Double Check Data Review your costs estimates more than once to avoid going back, and making changes, or worse yet, realizing too late that the numbers are off.

Conclusion

Providing professional, detailed and appealing flooring proposals to your potential customers can help you win jobs and stand above your competitors. This guide can help you create a proposal that is comprehensive, attractive and makes it easy for your clients to envision what the finished project will look like. 

Sign up for a free trial of Houzz Pro Flooring Contractor Takeoff Software  to explore our takeoff and proposal features and more. Continue to grow your business and learn How to Write a Flooring Invoice.