Winning Bid Proposal Examples: Essential Tips & Templates

The approach for a bid proposal can vary a lot depending on what type of project you’re bidding on.

For construction and service-based bids, details are key. You’ll need to outline the process, deliverables, and timeline. Pricing is super important here because it’s often what sets contractors apart.

On the other hand, consulting services and creative bids are usually more flexible. Prospects often fill in some details themselves based on the pricing you provide, or prefer to see a range of pricing packages and options before committing to a contract. 

Let’s go through different use cases and examples, and talk about how to personalize each one depending on what buyers look for in that industry. 

8 winning bid proposal examples and templates 

Construction bid proposal

Construction bid proposal templates are mostly itemized. This is because the key elements in construction projects are the materials, labor, and pricing, which are best expressed using a visual format, like a table. 

Specificity is your best friend. If you’re bidding on a roofing project, your construction bid proposal would ideally include a breakdown of the costs for different types of shingles, underlayment, nails, and other materials. 

It would also include detailed labor costs, such as the number of hours expected for removal and installation, and the hourly rates of your team.

Key areas to focus on: 

• For big projects, having the right credentials can make or break your bid. Make sure to highlight any relevant certifications your team holds, such as OSHA safety training, LEED certification for sustainable building, or any trade-specific qualifications.
• Cover all the inclusions related to zoning, labor, and permits. Include information on whether your bid covers zoning assessments, how you plan to handle labor sourcing, and whether you’ll manage the permit acquisition process.

IT services bid proposal

If you’re bidding for monthly helpdesk services or managed IT services, this IT services bid proposal template is a great starting point. It includes the coverage of the proposed solution, so your clients know exactly what they’re getting. 

Consider keeping the section “Our Service System’s Lifecycle”–this will give your clients a clear picture of what it’s like to work with you, from initial setup to ongoing support and updates.

Key areas to focus on: 

• Cybersecurity is a highly specialized field; potential clients want to know that you have the specific skills and experience needed to address their unique challenges. For instance, if you have extensive experience in threat detection, explain how your threat detection systems work.
• Many clients view IT services as a cost center, so demonstrating the ROI can be a game-changer. You can mention previous experiences, highlighting benchmarks and savings, particularly around data breaches and regulatory compliance. 

Catering bid proposal

Just like construction bid proposals, catering bids require a high level of specificity. From a buyer’s perspective, they’re comparing different vendors based on the exact dishes they’ll prepare and the overall quality of service. This catering bid proposal template is great for that.

When evaluating catering bids, a buyer isn’t just looking at the menu but also at details like portion sizes, ingredient sourcing, and presentation style. 

Key areas to focus on: 

• Clearly specify each dish, detailing the ingredients and preparation methods. For example, if you’re proposing a chicken dish, mention whether it’s free-range, organic, or locally sourced. These details can set you apart and highlight the quality of your offerings.
• Outline all the services included in your bid. Will you handle the setup and cleanup? Are you providing serving staff? What about utensils, plates, and napkins? Buyers are looking for the complete package. Offering a comprehensive service that includes these extras can be the deciding factor for the client. 

Landscaping bid proposal

This landscaping bid proposal template already includes a cost estimate and a detailed project timeline—both essential elements that buyers look for when reviewing landscaping bid proposals.

In landscaping, timing is often the make-or-break factor. Since these projects can disrupt daily life and turn a yard into a construction zone, homeowners usually lean towards contractors who can get the job done quickly without cutting corners. 

To really stand out, it’s important to know what other contractors are promising and aim to offer a more competitive timeline.

Key areas to focus on: 

• Include 3D renders, sketches, or image references of the finished project. Landscaping is all about the look and feel, so having these visuals can really help clients picture the final result. It’s like showing them a preview of their transformed space, making your proposal more enticing.
• Highlight any safety measures you’ll take to ensure the work doesn’t pose any risks to them or their property.

Cleaning services bid proposal

For this cleaning services bid template, they’ve listed all their services instead of offering just one package. This approach works well for generalized services, as buyers often compare prices directly, such as how much your competitor charges for carpet cleaning per square foot versus your rates.

You can improve this template by including photos of similar spaces you’ve cleaned, showing the transformation from cluttered and dirty to spotless and organized. 

Key areas to focus on: 

• Showcase what makes your services unique. For example, if you utilize advanced UV equipment for disinfecting areas, be sure to highlight that. Quickly explain the benefits of your process. 
• Detail the tools you use, such as steam cleaners, vacuum cleaners, or power washers, and specify whether you use industry-grade chemicals or hypoallergenic, pet-safe cleaners. Tailoring these details to the type of contract you’re bidding on can make a significant impact.

Security services bid proposal

This security services bid proposal template includes a client needs analysis, which is a fantastic way to connect with your client and demonstrate that you offer customized solutions for their specific security concerns. 

While this example showcases a package layout with multiple services, feel free to adjust it to a single comprehensive package if that better suits your client’s needs.

Including client references can significantly boost your credibility, especially for a service as crucial as security. List companies you’ve worked with and highlight any measurable results you’ve achieved.

Key areas to focus on: 

• Make sure to nail the needs assessment. Winning a security services bid often comes down to making the client feel confident that you fully understand their unique security challenges.
• From the buyer’s perspective, many security services might seem similar at first glance. To truly stand out, you need to highlight what makes your services exceptional by focusing on the rigorous training your personnel undergo, the advanced technology you use, and any unique features that set you apart.

Transportation bid proposal

This transportation bid proposal template gives you the perfect chance to show off your vehicles, letting clients see just how clean and well-maintained they are. 

Transportation bids are pretty straightforward—clients want to know which vehicle or chauffeur service will give their guests the smoothest, most pleasant experience from pick up to drop-off. 

Key areas to focus on: 

• Showcase your experience by highlighting notable events you’ve handled, such as transporting VIP guests, CEOs, or even touring bands. This demonstrates your capability to meet diverse and high-profile client needs.
• Think of selling your transportation services as more than just a ride—it’s an experience. Will clients be greeted by a professional chauffeur? Explain how you make the experience seamless and stress-free with reminder notifications or real-time ride tracking. 

Consulting services bid proposal

Because consulting relationships are so personal, keeping the “Meet the Team” section from this consulting services bid proposal template is a must. This section lets you showcase the unique strengths and compatibility of your team, emphasizing why you’re the best choice for the client compared to other contractors. 

Consider where you are in the negotiation process when deciding whether to include a pricing table. If the client is already at the decision or buying stage, add a pricing table.

Key areas to focus on: 

• Buyers of consulting services are keenly interested in understanding your expertise and track record. To effectively convey this, highlight measurable successes and previous projects, especially those that align with the client’s needs. Name-dropping prestigious projects or interesting, relevant experiences can significantly bolster your credibility.
• Your most compelling selling point is demonstrating that the client can rely on your team. Highlight your team’s credentials and industry expertise to position them as authority leaders. Additionally, emphasize any unique methodologies or innovative approaches your team uses. 

Essential tips for writing bid proposals 

• Know who you’re bidding against: It’s crucial to understand your audience, but it’s even more important to know who your competitors are. Researching your competition will give you insights into what they might be offering and help you strategize to position yourself differently. Ask yourself, “What do we do better that they don’t?” For example, if your competitors are known for low prices but have a reputation for poor customer service, you can highlight your superior customer support and reliability in your proposal.

• Know the buyer’s history of working with vendors and contractors: If the client has a history of working with vendors, take the time to investigate their previous contractors. This can give you a better idea of what the client values in their contractors. For instance, if the client tends to hire contractors with extensive experience over lower-cost options, you’ll know to emphasize your expertise and track record. You might find information in case studies or client testimonials on the company’s website that can guide you in tailoring your proposal.

• Conduct some competitor analysis: Pricing and timelines are often the deciding factors in bid proposals. To avoid the pitfalls of overpricing or underbidding, it’s essential to understand the general market rates. Conduct a quick market analysis to see what your competitors are charging for similar projects. For example, if you’re bidding on a web development project, look at the pricing of other web developers in your region or industry. This knowledge will help you set a competitive yet profitable price point for your bid.

How do you write a proposal for bidding? 

Unlike a simple quote, a bid goes into more detail and requires a clear outline of the project. 

Typically the buyer will specify their needs and requirements for a project, and various companies will submit bids detailing how much the project will cost and how they plan to complete it. The buyer then selects the best bid for their needs.

This selection process usually hinges on several key factors. In writing a successful bid, you want to think about framing your proposal in answering these questions: 

• Price: How does your pricing structure provide more cost efficiency? What cost-saving measures, like bulk purchasing discounts or streamlined work processes, do you offer?
• Quality: What sets the quality of your work apart? How do your past projects and client testimonials showcase superior attention to detail and durability?
• Timeline: How can you complete the project faster without compromising quality? What past successes demonstrate your ability to finish ahead of schedule?
• Experience and expertise: How does your team’s experience and qualifications give you an edge? What credentials and successful similar projects highlight your team’s superior expertise?
• Unique offerings: What innovative solutions do you bring to the table? How does your use of the latest technology improve efficiency and communication compared to traditional methods?
• Reputation: How does your track record of completing projects on time and within budget enhance your credibility? What do client references and case studies say about your reliability?
• Customer service: How does your approach to client support stand out? What features like dedicated account managers or warranties provide added value and assurance?

Looking for more proposal writing tips?

If you’re looking for more tips and inspiration for proposal writing, here’s a shortlist of resources for you:

• Project Proposal Examples: Your Guide to Success
• Best Proposal Writing Examples: Learn & Implement Today 
• Top 16 Proposify Alternatives and Competitors in 2024

At Proposally, our dream (cheesy, but true) is to help businesses and freelancers scale their conversion game.

Our end-to-end proposal software makes it easier for any business owner to create, customize, send, and track proposals. Proposally lets you create different versions of the same proposal so you can A/B test for different user segments. You can also track views, opens, and clicks, giving you insight on which copy, templates, and resources convert best.

Unlike most proposal software, we know exactly how important it is to present data with your proposals. Our editor lets users add data visualization tools such as timetables, flow charts, and graphs that you can autopopulate with CVS imports. You can then send and track your proposal’s opens, views, and shares of your existing proposals.