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The perfect proposal

The perfect proposal

Every great project starts with a great proposal. Once you understand what the client needs, it’s up to you to take the lead, effectively communicating the scope of the project and a detailed plan to execute it. 

→ Set clear expectations

Setting clear expectations regarding the project scope, timeline, and budget is fundamental to ensuring a successful and mutually satisfying collaboration. If you are not able to fulfill a request per the buyer's request it is important to be transparent about your skill set and time limitations, even if it means saying “No”. Clearly defined parameters can prevent misunderstandings, scope creep, and disputes, and foster trust and transparency, key components of a professional relationship. Moreover, they help manage expectations, ensuring that both you and your client are in agreement on what success looks like, leading to greater satisfaction with the end result.

→ Get all the info

You’ve got an idea of what the client hopes to achieve, but before you can begin working, you’ll need a comprehensive understanding of everything from the general goal of the project to the more specific needs involved in performing the task. Structured Gig requirements is a great tool for you to get all the necessary background information from a client. The more detailed, straightforward, and organized the requirements are, the easier it will be for you to start working, and the better your work process and results will be. Armed with all the relevant information, you’ll be able to plan effectively, estimate accurately, avoid unnecessary delays or revisions, and ensure results that are aligned with the client's expectations from the outset. If something is not clear, make sure to ask questions and confirm all necessary details before starting with the order. Requesting information and resources and being diligent in your preparation process not only facilitates a smoother workflow, but also attests to your professionalism and commitment to quality.

→ Clarify the client’s role

Clarifying the extent of a client's involvement in the freelancing process is crucial for setting realistic expectations and ensuring a smooth collaboration. By making it clear how and when clients need to participate, be it through providing feedback, supplying information, or making decisions, freelancers can streamline workflows, prevent bottlenecks, and maintain project momentum. It also empowers clients, giving them a sense of control and assurance over the project's direction while respecting their time and other commitments. Properly guiding clients on their involvement fosters a cooperative environment, enhances satisfaction, and ultimately contributes to the delivery of a final product that aligns closely with the client's vision.

Start by outlining a clear collaboration plan that details each phase of the project, specifying the stages in which client input or approval is required. Clearly define the types of decisions, feedback, or content needed from them, and provide a timeline that illustrates when their involvement is critical. Use simple, straightforward language to avoid misunderstandings and be open to discussing and adjusting their role according to their availability or preferences. Regular updates and checkpoints can be helpful to keep the client engaged and aware of their responsibilities. By setting these expectations upfront and agreeing upon them, you set the stage for a transparent and efficient workflow.

→ What should my first message after auto reply include:

Greeting and Personalization:

  • "Hello [Client's Name],"
  • "I'm excited to learn more about your project and how I can assist you."

Acknowledgment and Thanks:

  • "Thank you for reaching out and considering my services."
  • "I'm excited to learn more about your project and how I can assist you."

Restate Your Expertise:

  • "As a [your specialization], I have experience in [briefly describe relevant experience or skills]."

Clarification Request:

  • "To ensure I fully understand your needs, could you please provide more details about your project?"
  • "Specific goals, deadlines, and any key requirements will help me tailor my approach to best meet your expectations."

Outline of Process:

  • "Here's a brief overview of my process: [describe your work process in a few steps, e.g., initial consultation, drafting, revisions, final delivery]."

Timeline and Availability:

  • "Based on the project details, I will provide a timeline and estimated completion date."
  • "My availability is [specify your working hours/time zone], and I am dedicated to meeting deadlines."

Communication and Updates:

  • "I believe in maintaining open and transparent communication throughout the project."
  • "I will provide regular updates and check-ins to ensure we are aligned."

Questions for the Buyer:

  • "Do you have any specific preferences or examples that you would like me to consider?"
  • "Are there any potential challenges or constraints I should be aware of?"

Next Steps:

  • "Once I have all the necessary information, I will draft a detailed plan and quote for your approval."
  • "Please feel free to share any additional thoughts or questions you may have."

Closing and Sign-Off:

  • "Thank you once again for considering my services."
  • "I look forward to your response and the opportunity to work together."

Template example:

Hello {username}!

I’m excited to help you achieve your project goals.


Once we’ve agreed upon terms (package, timeline, all assets required, etc.) and your order is placed, I’ll get started right away with {first step in your work process}. If you would like, we can start by scheduling an online meeting. It usually takes me x-x to complete and submit my best results.


Please be mindful that the more information you share with me, the better I can meet your needs, so talk away. Once your order has been placed, changes may incur an additional fee and/or affect the deadline.


I will update you throughout the order journey so you’re aware of the progress made and to ensure that we’re aligned on the direction of the project.


Generally, I send drafts to my clients <specify points during the order process (ex: on days 3 and 5)>. The sooner you can review and provide feedback, the sooner I’ll be able to move forward and make any necessary adjustments.


Don't hesitate to reach out if you have questions or want to discuss your expectations further. I am here to assist you every step of the way.


Looking forward to working together!

Best regards,

{Your Name}