How To Write Winning Freelance Proposals [15+ Examples]

NOV 14, 2024 | LAST UPDATED ON NOV 14, 2024 BY ANGELICA NAIDU

A powerful freelance proposal is key to getting ahead of the competition and winning the gigs you’re applying for.
Given how competitive the remote work landscape has become ever since the COVID lockdown, and that almost 47% of the global workforce is self-employed, it becomes more than important to nail that first impression.
In this blog, we’re going to solve your problem of getting started with a freelance proposal that’ll defeat the competition. We have provided examples of different proposal elements and freelance proposal samples to help you understand the process better and get started:
With constant practice, we’re sure you will be able to design and write amazing proposals that’ll attract the projects you desire.
So let’s get started.

Table of Contents

Free Freelance Proposal Templates

Let us give a glimpse of what a winning freelance proposal template looks like.
Super Proposal has a variety of popular templates that anyone can customize and use to elevate their businesses.
Here are some amazing ones:

Note: These standardized templates don’t necessarily follow the exact guidelines mentioned in the blog, and the section names vary, but the intent remains unchanged. They’re aimed at specific use cases of specific freelance professionals.
You can go through these templates as references, and create one that’s totally original. If you prioritize authenticity in your approach, it will enable you to craft the best proposal for a client’s business.

What is a Freelance Proposal

A freelance proposal is a formal document that freelancers send to potential clients or companies for which they want to work. Freelancers send this proposal to introduce themselves to the client, talk about their skills, and communicate their approach to solving the client’s problem.

Why do you need a killer Freelance Proposal?

Millions of professionals across the globe are jumping into the pool of self-employment, hence standing out among them is very hard.

The global freelance platform market (revenue from digital platforms like Upwork and Fiverr) peaked at $3.39 billion in 2020 and is projected to reach $9.19 billion by 2027—indicating a constant growth of 14.63% every year.

This clearly suggests that competition is inevitable, and it’s ever-increasing.

Another statistic is that out of 22.2 million jobs on Freelancer.com in early 2023, approximately 14.9 million jobs (~67%) were bid in just 60 seconds—which is insane.

Your proposal should essentially speak to the client that you can give them what they want and that you have some proof to back your claim; either through past work, testimonials, or a quick mock-up posed as a solution.

You need to have empathy, comprehension, exceptional competence, and effective written communication skills to not just show but be the best candidate.

This is why your freelance proposal needs to be the best.

That said, let’s look at how you can craft one.

How to Write a Freelance Proposal

As per freelance platform giant Upwork, in 2024, the US alone has become home to 76.4 million freelancers. And given the inherent flexibility gig work offers, this number will soar even higher.

Assuming you’re motivated enough to write a killer proposal now, here’s how to go about it:

1. Write A “To-The-Point” Cover Letter

A cover letter serves as an introduction to who you are, your expertise, your understanding of the project, and what lies ahead of the proposal.

You can include it either at the beginning of the proposal itself, as the body of your email, or simply attach it alongside your proposal.

This will be the first document to grab your prospect’s attention and make them want to read the whole document. You may follow these best practices:

Firstly, introduce yourself (your specialization and niche)
Express your gratitude for the opportunity
Explain everything inside the proposal concisely
Show your authentic side and enthusiasm towards the project
Tell them why you’re excited about the project
Try writing with a professional yet friendly tone that makes the client feel welcomed

There are two ways to go about writing a cover letter; one is how to, and the other, how not to!

Let’s see an example of the “how to” first:

Dear [client name],

My name is [your name], and I would like to thank you first for offering me this opportunity.
I am a UX designer who has worked for top-tier [specific niche] companies. My extensive experience makes me confident enough that I’ll be able to deliver exactly what you want.
I went through [your/company name’s] project’s requirements thoroughly, and under this email, you will find a proposal that covers:

My background, expertise, and experience in the field of [specific niche]

A roadmap for the next [duration of the project]
Cost estimate

As I’ve now comprehended [your/the company’s] project to the core along with the current market trend and the latest UX trends, I’ve got you covered!

Feel free to reach out via my contact details mentioned below.
Looking forward to a mutual and worthy collaboration with [you/ your company].

Warm regards,
[your name]

This example is blunt with its tone and clearly shows the client you’ve got what it takes.

Feel free to play around with this template, and see if you can make this even better! Let me know if there’s any loophole or awkward messaging that I might’ve missed.

Now, here’s what you need to avoid:

Being clingy and needy
Sharing too much of intimate details about your life
Lacking boundaries when it comes to your work standards

As clear as it is, these will distract the client from the original intent of a cover letter, that is, to offer a gist of the proposal’s contents.

Let’s take an example:

Dear [client name],

Thank you for considering my application. I am kind, diligent, and understanding, so please give me this gig. My father lost his job 5 years ago, and I’ve been taking care of my family since then.
Given my current circumstances, I am ready to work for you at just $5 per hour. Please give me the opportunity to serve you…

We feel sorry for this hypothetical example and this example may be a little over-the-top, but hear me out.

We understand and empathize with someone’s hardships, and them eventually making it through. I acknowledge these feelings are valid and the purported struggle matters. However, a hard pill to swallow is that the client is interested in learning whether they’re investing their time, energy, and money in the right hire.

So the former example makes much more sense than this one.

2. Design A Self-Descriptive Title Page

From a visual standpoint, it is a proposal’s title page that can leave a good first impression in the eyes of your client, especially if you choose to keep the cover letter outside of the proposal.

So before designing one, keep the following in mind:

Keep it simple with minimalistic elements.
Follow this order: the proposal title, the client’s name, and your name.
Impress your client through professionalism, and convey your expertise and knowledge.
Integrate some peppy yet sober graphics that will succeed at impressing the client. (optional)
Avoid over-the-top and unprofessional elements like bright emojis, colors, and fonts.

3. Set A Suitable Tone

When you’re headstrong about creating that lasting first impression, your tone will be that antidote that can shift their perception towards you. If you’re able to match your tone with your client’s, you can instantly create a bond with them. You can gain clarity from previous conversations or inspect their LinkedIn posts to understand how they communicate.

Here are two observations that might help you:

Clients having experience in top MNCs and well-established corporations would radiate responsibility and typical professionalism. So adapting to such a tone may help.
Young entrepreneurs with a knack for creativity and fun with work would be fine with a casual, banter tone.

See how well you can know about a client through various channels, and try to emulate their general tone.

Also, if the situation favors, you can go about a friendly tone with a touch of professionalism.

4.Add A Table of Contents

If you have a longer proposal, then it’s essential to include a table of contents.

Quick navigation is key for busy project stakeholders with time constraints and commitments.

They may not read the whole document at once, and choose to skim through the main sections at the moment.

For this, a simple table of contents would make things so easy and quick.

And here’s good news; most of the online tools for freelance proposal creation have some feature or the other that will enable you to add one effortlessly with just a few clicks!

Fun fact: Modern proposal trends lean more towards a short, minimalist approach that saves time for clients without compromising on detail. Such documents would not require a table of contents per se. Also, short-form proposals are ideal if you’ve already discussed the projects. They may just require some clarity on the pricing side of things.

5. Craft A Brief Executive Summary

Think of an executive summary as a mini-proposal; its core purpose is to offer enough essential information that if the client chooses to skip the rest of the document, they wouldn’t miss out.

It is meant to set the tone for the rest of the proposal via an introduction and an overview of what lies ahead.

Here’s an example for you to understand:

I am a senior UX designer with 8 years of experience across different industries, including but not limited to transportation, SaaS, mental health, e-commerce, and beverages.

I’ve worked with 30+ startups across five countries, with e-commerce being my forte. I’ve collaborated with 6 unicorns in particular, devised UX strategies, and finished complex projects for them. Here is a glimpse of some of my milestones:

Improved user satisfaction scores by 25% for [Company Name]’s app post-redesign, with an increase in the Net Promoter Score (NPS) from 35 to 50, reflecting a significant boost in overall customer satisfaction.

Optimized the checkout flow for [Company Name], conversion rates increased by 18%, resulting in an additional $500K in monthly revenue.

Redesigned the mobile app navigation for [Company Name], leading to a 40% increase in task completion rates, with users completing their desired actions in less than 3 minutes, down from 5 minutes.
Streamlined the onboarding process, helping decrease user errors during account setup by 30%, leading to a reduction in customer support inquiries related to the sign-up process on [Company Name]’s website.

Strategy Plan

Building on my diverse experience across multiple industries, I focus on delivering tangible results that drive both user satisfaction and business growth. Here’s my plan:

Cross-Industry Expertise: I will apply my e-commerce expertise to [client’s niche], ensuring that each design solution is tailored to meet unique user needs while maximizing impact.
User-Centered Design: I will keep an eye on user experience research, leveraging usability testing and data-driven insights to inform design decisions. I will prioritize understanding the users’ pain points and aligning solutions with business goals, ensuring a seamless and intuitive experience.
Optimize Conversion Funnels: I will further optimize key touchpoints, like the checkout flow and onboarding processes, to increase conversion rates, reduce friction, and improve retention. This includes applying the best practices that resulted in a 40% increase in task completion rates and an 18% growth in conversions.
Innovative UX Solutions for Scalability: I will partner with growing startups, especially unicorns, to design scalable UX strategies that evolve as their user base expands. This includes creating adaptable design systems, seamless interfaces, and intuitive mobile experiences that accommodate increasing traffic and complex user journeys.
Measure Success: I will focus on continuous improvement by measuring KPIs, such as NPS, task completion rates, and conversion rates, to track the effectiveness of my design solutions and identify areas for further optimization.

By combining proven UX strategies with a deep understanding of user needs and business objectives, I aim to create user experiences that drive customer loyalty, enhance operational efficiency, and contribute to long-term business growth.

Like the above, make sure to keep specific information, and filter out any fluff whatsoever.

The objective is to showcase your value proposition and build realistic, hope-inducing expectations for the client regarding your candidature.In short, an executive summary communicates how you will help their business

6. Curate A Solution-Oriented Proposal

After the executive summary, it’s time to cut to the chase.

To help you understand this better, here’s an excerpt of Super Proposal’s general UX design template, which is labeled as Scope of Services:

Research

INTERVIEWS

I’ll begin by conducting interviews with both your team as a whole and with each member individually. Additionally, I’ll interview a selection of your current customers and potential users, offering incentives to encourage their participation. It’s essential that I ask the right questions and collect data impartially during this phase.

ANALYSIS

After collecting user data, I’ll process and analyze it to identify common patterns and trends. This analysis will produce affinity diagrams, user personas, and scenario documents, which I will review internally before sharing my findings with you. This will provide a clear direction for the design phase.

Design

WIREFRAMING & DESIGN

The design process begins with rough sketches to map out the flow between different page views. Following informal testing and feedback sessions, I’ll refine these sketches into detailed designs. I will then present these designs for key page views (approximately 10-15) and gather your feedback for further adjustments.

PROTOTYPE

After finalizing the main views, I’ll develop a static HTML prototype for testing. This prototype, while interactive, will closely resemble the final product but will not include full functionality.

User Testing

Testing is crucial for the success of your design. I will invite five testers to use our testing environment, where they’ll complete specific tasks while we observe and record their interactions. Based on the test results, I will identify common issues and present my findings along with recommendations for improvements, which will be incorporated into the designs.

If I decompartmentalize the above and delete the section titles, the proposal would lose its cohesion. Hence, formatting this way is essential.

7. Create A Transparent Pricing List

A transparent pricing list makes sure you price your services sensibly while considering your client’s budget. Another important aspect is to include all details; your initial services as well as recommendations, so that your client is clear about your charges. This will also make sure there are minimal chances of any disagreements or arguments that may arise due to differing opinions.

Believe it or not, clients tend to take a budget seriously.

However, if you have enough trust in what you can deliver, you can still proceed with your desired quote.

This is why a transparent and detailed pricing list is essential for your own good; evaluate and reassess your client’s needs, and decide on a sensible quote for yourself. Make sure you’re neither underpricing nor overpricing.

For example, this is a detailed UX design pricing list:

CORE BUDGET

Description	Price	Qty	Sub Total
Research	$3,000	1	$3,000.00
Designing	$8,000	1	$8,000.00
Testing	$1,500	1	$1,500.00

Sub Total	$12,500.00
Total	$12,500.00

RECOMMENDED

Description	Price	Qty	Sub Total
Additional Round of User Testing Title	$750	1	$750.00

Sub Total	$750.00
Total	$750.00

Breaking down each deliverable with tables like these will make it easier for the client to comprehend.

8. . Include An “Authentic” About Me

While the aforementioned sections are technical in nature, this is more of a friendly vibe.

With About Me, you will connect the dots and express how the project in consideration resonates with you. Show your true self, take a leap of faith to mention your unique quotient, integrate these with your skills and expertise, and even add some humor.

However, you should refrain from using such a conversational tone if your client expects utter professionalism.

Here’s a quick example to consider:

After I graduated from my uni in 2019, I struggled to find a full-time job. However, my passion for drawing since eleventh grade came to the rescue. Then lockdown happened, and I finished a UX design certification course and applied for multiple gigs.

Eventually, through thick and thin, I found my place in this field for which I can now feel proud. Cafe hopping, friends from all walks of life, and a fulfilling freelance career; this is all a part of the bigger picture I envision for myself.

I believe I can find expression for my ever-expanding creativity through this project, and I plan to […]

After this, you can attach a CV that goes in-depth about your past work and experiences.

9. Showcase A Powerful Testimonial Section

A testimonial is a social proof meant to gain the trust of the client. Once the client sees that other past clients have raved about your work, they start envisioning you as someone who’s reliable.

Since you’ve laid the groundwork with your cover letter, executive summary, and proposal, it’s time for the final showdown.

Think of testimonials as product reviews for an item on Amazon; you’d only buy if customers are happy with the product, right?

So, testimonials or case studies do exactly that; offer assurance to the client that they’re hiring someone competent enough to produce similar results.

Here are a few examples:

“With [your name], I was able to figure out the issues in our design and user experience. He/she was able to exactly pinpoint the loopholes, and fix all necessary issues under the stipulated time with diligence”

[Client name]

“From research to the additional round of user testing title, [your name] was, in one word; flawless!”

[Client name], [Designation]

Additional: Legal Agreements and NDAs

Having a legal agreement at your disposal can save you from future hassles. Not having one poses a risk, mainly for the freelancer.

Essentially, a legal agreement or a letter of agreement (LOA) is a terms and conditions clause for both parties to comply. This is handy if in case any disputes arise in the future.

One thing you need to know is that Letters of Agreement are not designed to be the end-all, be-all contracts. They’re just an informal version of a legal contract, so it becomes of utmost importance to you that you create a legally binding contract and get it digitally signed by the client.

A common mistake that freelancers tend to make is not having a revisions clause. They fall into the illusion that they will not get any extra work once the assignment is done. But this is not necessarily true. In many cases, the client ends up assigning multiple revisions and iterations without the freelancer levying any additional charges.

Hence, a revisions clause becomes essential to safeguard the best interests of the freelancer by stating there will indeed be additional charges for further revisions.

Now coming to the clients’ side of things, many now ask hires to sign an NDA, which stands for a non-disclosure agreement. This is a document intended to safeguard the confidentiality of the client’s business; the signee must not disclose any confidential information or practices.

So be ready for this.

10. End With An Agreement and CTA

While Upwork proposals typically don’t require an agreement, others do, especially when you’re working directly with the client.

This is a technical-cum-legal section of a proposal that either:

Serves as an entry point for a contract
Elaborate on any terms and conditions, or
Showcases any technical or legal summary

For example, the general format of the agreement and CTA section (labeled as signature) is a little brief, and looks something like this:

Before proceeding, please review the contract on the previous page to ensure you understand all the details of our collaboration.

Transparency and mutual understanding are crucial to us from the outset to establish a strong foundation for our partnership.

If you have any questions or concerns, feel free to reach out. I’m here to clarify any points and work through any issues together.

Our goal is to find the best way to collaborate effectively.

When you’re ready to move forward, click the “sign here” button below to officially accept the terms.

Once you’ve signed, I’ll receive a notification and reach out shortly to discuss the next steps and kickstart the project.

I’ll send you a separate copy of the signed contract via email for your records.

If you prefer to discuss matters over the phone, please don’t hesitate to give us a call.

Last but not least, if your client signs in this section, it automatically means that they have entered a contract with you

Things to AVOID While Designing a Freelance Proposal

Here are some essential nos while curating a freelance proposal, reverse engineering standard practices:

Using the same proposal template over and over again for all clients
Being lax or ignorant about the client’s and their business’s expectations thoroughly
Over-explaining and adding unnecessary information
Making grammatical mistakes
Not following up after sending the proposal
Having an unclear CTA and a lack of urgency in your messaging

Conclusion

The core intentions of a freelance proposal include communicating relevant expertise, exact responsibilities, deliverables, timelines, and most importantly, gaining your client’s trust in the first place.

We have explained the A to Z of writing a winning freelance proposal from scratch for both beginners and experienced.

That said, we hope that this comprehensive guide with supportive examples and templates will help you practice and create proposals that stand out from the crowd.

FAQs

What is the format of a freelance proposal?

Common core elements of a freelance proposal include (in ascending order):

title page

cover letter

table of contents (if required)

executive summary

proposal/scope of services

pricing list

about me section

testimonials/case studies
agreement with a clear-cut CTA

How long should a freelance proposal be?

Ideally, a freelance proposal should be 10-15 pages long, depending on whether you’re including a contract in it or not.

How do I write a good Upwork proposal?

Millions of freelancers sign up and apply for gigs on Upwork. Hence, what matters most is a focus on your client’s needs and tailoring your proposal accordingly. Highlight how your specific talents and abilities can benefit your client in solving their problems.

This will require you to take some time and understand their requirements thoroughly before crafting that standout proposal. This way, your client will most likely go with your candidature.

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Angelica Naidu

Angelica is a content strategist passionate about helping B2B SaaS companies tell their stories and drive results. With years of experience creating content for software-based industries, she develops strategies to grow and scale Super Proposal on search engines.