Proposal writers send a quote after reading the RFP or talking through the opportunity, and usually before the client commits to the bid. Clients compare your price against other freelancers and against the cost of having staff do it, so the quote needs to show what is included and how much of the bid you are taking on.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Pricing depends on the length, complexity, and deadline of the actual document, and a named deadline sets the schedule you are committing to.
Clients often assume you write everything. State which sections you draft and which they supply, such as pricing tables, résumés, or past performance data.
Late subject matter input is the most common cause of missed deadlines and overruns. Put dates on their deliverables.
Limits the back-and-forth and sets a basis for charging more if feedback keeps coming.
Clarifies whether you deliver a text document, a formatted file, or work with their designer, and who pays for design.
If the schedule compresses or the client sends materials late, an agreed surcharge avoids an awkward conversation.
States that the deposit is non-refundable and that work done to date is billable if the client withdraws.
| Service | Priced | Typical range |
|---|---|---|
| Hourly proposal writing and editing | per hour | $50-150 |
| Short sales proposal (5-15 pages) | flat fee | $500-2,500 |
| Full RFP response (private sector) | flat fee | $2,000-8,000 |
| Government or federal RFP response | flat fee | $4,000-15,000 |
| Grant application (small to mid-size) | flat fee | $1,000-5,000 |
| Proposal template or boilerplate library setup | flat fee | $750-3,000 |
| Compliance matrix and requirements review | per hour | $60-120 |
| Monthly retainer for ongoing bid support | per month | $1,500-5,000 |
Typical US ranges. Rates vary by region, experience, and job size.
Evaluation criteria, mandatory forms, page limits, and required attachments drive the real workload. A quote based on a summary often turns out too low.
A 15-page federal response with a compliance matrix and several certifications takes more effort than a 30-page private-sector sales proposal. Tier your pricing by type of bid.
Present a basic option such as drafting only, a standard option that adds editing and compliance review, and a full option that includes project management and submission support. Clients tend to choose the middle.
Multiple stakeholders make comments late. A modest contingency or a stated limit on review rounds protects your margin.
Fifteen to thirty days is typical. Because you are scheduling around a deadline, state that availability and pricing are held only until a set date and that the schedule depends on receiving the deposit.
After. Quoting without the full document is a guess. If you must give a ballpark first, label it as an estimate range and say the firm quote follows your review of the solicitation.
A short call is usually free. If you are asked to do an in-depth bid/no-bid analysis or a detailed review of a large RFP, charge a modest flat fee, often credited to the project if the client hires you.
Send a written change order describing the added work, cost, and any schedule impact before you do it. Examples include an added volume, a new required section, or an extension request from the agency.
Use the Proposal Writer invoice template to bill the client, or convert this estimate once it's approved.
Proposal Writer invoice template