What to look for, what to request, and how to make sure the proposal matches your project
Introduction
Once you’ve had intro calls or meetings with potential design professionals, the next step is to receive a proposal. Some professionals will send one automatically. Others may wait for a prompt, especially if your scope is still being defined.
A well-prepared proposal should reflect your project scope, timeline, and priorities. This page walks you through what to request, what to expect, and how to make sure the proposal gives you enough clarity to make an informed decision.
Following Up to Request a Proposal
If you haven’t received a proposal within a week or so after your conversation, it’s perfectly normal to follow up. Keep it short and clear.
Sample follow-up message:
Hi [Name],
Thanks again for speaking with me about the project. I’d love to review a proposal whenever you have time. I’ve attached a quick summary of the scope and any updated notes. Let me know if you need anything else from me.
Looking forward to connecting again,
[Your Name]
Include any relevant documents, your Initial Design Checklist, site photos, sketches, or notes, to make sure they’re working from a clear and complete picture.
What to Expect in a Proposal
Each professional formats their proposal a little differently, but most will include the same basic information:
- Scope of work
A written summary of the services they’ll be providing and what’s included in your project. - Design phases
A breakdown of how the work will be structured – usually in stages like schematic design, design development, construction documents, or permitting. - Deliverables
A list of what you’ll actually receive – drawings, plans, layouts, permit submittals, or coordination with engineers. - Timeline
Estimated timeframes for each phase of design and submittal. Some may also list time needed for agency review. - Pricing structure
This may be a flat fee, hourly rate, phased pricing, or a hybrid. Look for how each phase is billed and whether any services are optional or to be billed later. - Exclusions and assumptions
Clarifies what’s not included (e.g., engineering fees, HOA submittals, construction support) and what the fee assumes (e.g., number of revisions, meeting hours). - Terms and payment schedule
Payment structure (50% upfront, milestone billing, monthly invoices, etc.) and cancellation or scope change policies.
Optional but Helpful Inclusions
Some design professionals may also include:
- A sample drawing set from a past project
- Notes about how many meetings or revisions are included
- Clarification on what happens during permitting (resubmittals, revisions)
- A list of consultants they typically work with (engineers, surveyors, etc.)
- Rough estimates of engineering or third-party costs, if known
- Notes on who manages coordination with the rest of the team
These details aren’t always essential to compare proposals, but they can make things much easier to assess up front.
Proposals Can Look Very Different
One designer might send a one-page summary email. Another might send a 12-page PDF with detailed breakdowns and references. Both can be valid.
Rather than focusing on the format, focus on how well the proposal reflects your specific project, what’s included, what’s excluded, and how clearly the deliverables match your expectations.
You’re looking for alignment, not just documentation.
Red Flags or Gaps to Watch For
Here are a few things to review and clarify before you commit:
- Vague or overly general descriptions of scope or deliverables
- No timeline or only rough timeframes without breakdowns
- No mention of required consultants or permitting needs
- Flat-fee pricing without assumptions or limits on revisions or phases
- Proposals that don’t reference your property or goals – a sign they may be reusing a standard template
- Surprise fees or unclear exclusions – you should know what’s included and what might cost more
If something is unclear, ask. Professionals expect questions at this stage, and it’s a good way to see how they communicate and respond.
What’s Next: Comparing Design Proposals
Once you’ve gathered a few proposals, it’s time to review and compare them. But this isn’t just about picking the cheapest or most detailed one, it’s about choosing the team that best aligns with your project goals, budget, and working style.
Continue to Comparing Design Proposals to learn how to evaluate fees, services, timelines, and team fit, so you can move forward with confidence.