Writing the Formal Proposal for Architectural Projects Part I
September 10, 2013
Writing the Formal Proposal for Architectural Projects Part III
January 28, 2014
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Writing the Formal Proposal for Architectural Projects Part II

In Part I (How to Write a Formal Architectural Project Proposal) we discussed the introduction of a residential film proposal. This is basically the warm and fuzzy part of the proposal in which we reassure the client that they’ve come to the right place by choosing your company.

In this next section, we are going to specifically state everything that we’re going to do for them and what it will cost them.  I generally refer to this section as the Contractor Scope of Work, although technically, the Contractor Scope of Work Template is just the first part of this entire section.

Here’s how it should begin:

Proposal for Application of Energy Control Film to the Doe Residence 01-23-13. 

I.  Contractor Scope of Work:

1. Living Room: Being considered for application of energy control film are ten (10) windows located in the living room area of the Doe Residence, 1234 Elm St., Somewhere, USA.  

Window sizes as follows: 2@ 28”x 32”, and 8@ 40”x 56”, totaling 136.88 square feet.

This first part just spells out which windows they are considering having done.  Try to be as specific as possible.  If they only want the top row of windows done, state that clearly:

1. Living Room: Being considered for application of energy control film is the top row of panes located on the west side of the family room, consisting of five (5) windows. (Top Height 15’)

Window sizes as follows: 5@ 43”x 62”, totaling 92.56 square feet.

It’s very important that you outline the areas to be done in a very specific way.  The main reason for this is that at some point, a client will wait until you’re finished with everything else, and then ask the question, “Aren’t you going to do the ones in the laundry room?” They’ll say this even though you were never shown the laundry room and it was never discussed.  They will also use a tone of voice that lets you know that they are very disappointed that you aren’t doing them and that they feel you have cheated them. If all you have to show them is a one page, carbon quote that says “Residential Window Tint–$345.00”, it’s hard to bring the point home that, no, that wasn’t what we talked about.

In my own, personal opinion, I think some consumers try this tactic on purpose.  They know that they didn’t talk to you about it, and are trying to get you to through it in for nothing.  Thankfully, these customers are rare, but it’s nice to have every window singled out in the proposal so that you can show them.

Always break individual areas up into single item numbers:

2. Kitchen:  Being considered for…

This helps to reduce sticker shock by presenting these many areas that the client wants done. So when they subconsciously think, “Wow, this is a lot of money to spend!”, they can look at proposal and reply to themselves, “Well, we are doing fifteen separate areas.”

It also shows them that you are a meticulous, precise person, exactly the guy they want doing the job!  The final reason for individualizing these areas instead of lumping them together is that it gives the client more options.  They may decide to do just the kitchen, or the kitchen and the back sun-room, whatever it is, you’ve given them more options.

When giving each area a title, ask the client what they call the space.  To you it may be just be Bedroom #2, but to them it may be the sewing room.  You’ll still want to specify that it’s the room in the southeast corner of the second floor, but make sure you add sewing room.  Remember, this is for them, make sure they know what area you’re talking about.

The last item number in the Contractor Scope of Work will specify the film type.

3. The energy control film to installed on all glazing listed in the contractor scope of work will be AHPS40N-40% Neutral. 

If the client has not made a choice at the time of the installation, then put:

3. The specific film type to be installed will be chosen by the home owners, from the samples provide by Super Tint Services, prior to the commencement of the project.

The next area is the Conditions of Installation section.  This is the area where you’ll line out any specifics that make a difference in the installation.  I usually begin with the basics:

II. Conditions of Installation:

1.  Super Tint Services will prepare and clean all glazing listed in the contractor scope of work using accepted industry standards.

2.  Super Tint Services will install all energy control film in accordance with the manufacturer’s recommendation and adhere to accepted industry installation standards.

3.  All energy control film installed by Super Tint Services carries a ten (10) year warranty against defects in manufacturing and workmanship.

4.  Super Tint Services will adhere to all applicable safety procedures and maintain all required insurance throughout the duration of the project.

5. Super Tint Services will remove all debris generated by the project and maintain a clean work enviroment at all times.

Those are the basics that I included in every residential proposal.  You might have other things that you do on each project.  I suggest you list them.  It goes toward that sensory over load effect and tells the client, “look at all of this, he sure knows his stuff!”

Also in this area, you’ll note any unusual request that the client has made and add language that will protect you, like; the client will only allow you to work on the project between 10:00am and 11:30am, or if there are silk curtains that cost $8,000.00 dollars and it’s agreed that the home owner will remove them; this is the section to note that, and also let them know that if they don’t remove them, that you will not be responsible for any damages.

Most projects will be fairly straight forward, but if not, this is the place to note it; what you leave out, may come back to haunt you.

The next area is the Terms of Payment section.  It’s important to specify how you would like paid.

III. Terms of Payment:

1.  An invoice for the full amount of the contract will be issued upon completion of the project.

2.  All invoices are due upon receipt.

If you require a deposit before you’ll start the job, state so here.  If you don’t take checks, let them know in this section.  Never assume anything.  Spell it out.

The last area is Contract Amounts section, where you state the costs.  In this area you’ll list the square footage, price per unit, and the extended cost.  This is where individualizing the Contractor Scope of Work helps.  By giving a unit price for each area, the client can say no to some areas and you can still get some work out of it.  If you present them with one, take it or leave it lump sum, they may leave it.  Let them know you’re flexible.

IV. Contract Amounts:

All amounts listed are the complete, installed price of the material listed in Contractor Scope of Work.

       Area                         Square Footage              Unit Price             Extended Cost

1. Living Room                     136.88                          $6.35                    $869.18

 

2. Kitchen                              47.5                              $6.35                    $301.62

                                                                                                                                                        Total Cost of All Areas: $1,170.80

This proposal will be honored by Super Tint Services for a period of 60 Days.

You may have noticed that I didn’t mention sales tax.  In most states, capital improvements are non-taxable, and window film is a capital improvement to a clients real estate because is enhances the value of the real estate and because it’s meant to be a permanent application.  Check your local tax exempt statutes.  If you are required to include sales tax, add it into the extended costs and note that this number includes the state sales tax.

Well, that’s pretty much it for the residential proposal.  It’s a two page, concise, intelligent report of what you intend to do for the home owner.   Here’s what it would look like completed.

SUPER TINT SERVICES

3400 Sunshine Road

Somewhere, USA 88888

555-555-8468

Doe Residence

1234 Elm Street

Somewhere, USA 55555

John and Jane,

Thank you for meeting with me yesterday, and allowing me to show you our products.  I’m very optimistic that we can find a solution to the issues you’re currently experiencing with heat and glare.

To help address the high amounts of heat gain and reduced comfort from solar glare, we are recommending three energy control films that will help manage these issues and provide a pleasant aesthetic within your home.  The films that we have provide samples of are known as Dual Reflective Films, which are designed with a high heat rejecting outer layer, and a neutral, non-reflective interior layer.  We have chosen samples with various light transmission levels so that you may choose the film that works best for you.

All energy control films installed by Super Tint Services are guaranteed for a period of ten years against defects in manufacturing and workmanship.

By drawing on our eighteen years of experience in the energy control film industry, we are able to provide proven, long-lasting solutions to our client’s needs.  We appreciate your time and look forward to working with you in the future.

Thank you for consideration.

Proposal for Application of Energy Control Film to the Doe Residence 01-23-13.

 

I.  Contractor Scope of Work:

1. Living Room: Being considered for application of energy control film are ten (10) windows located in the living room area of the Doe Residence, 1234 Elm St., Somewhere, USA.  

Window sizes as follows: 2@ 28”x 32”, and 8@ 40”x 56”, totaling 136.88 square feet.

2. Kitchen: Being considered for application of energy control film are the two (2) south facing windows located in the kitchen area of the Doe Residence, 1234 Elm St., Somewhere, USA.  

Window sizes as follows: 2@ 58”x 59 totaling 47.5 square feet.

3. The energy control film to be installed on all glazing listed in the contractor scope of work will be ADR40N-40% Dual Reflective. 

II. Conditions of Installation:

1.  Super Tint Services will prepare and clean all glazing listed in the contractor scope of work using accepted industry standards.

2.  Super Tint Services will install all energy control film in accordance with the manufacturer’s recommendation and adhere to accepted industry installation standards.

3.  All energy control film installed by Super Tint Services carries a ten (10) year warranty against defects in manufacturing and workmanship.

4.  Super Tint Services will adhere to all applicable safety procedures and maintain all required insurance throughout the duration of the project.

5. Super Tint Services will remove all debris generated by the project and maintain a clean work enviroment at all times.

III. Terms of Payment:

1.  An invoice for the full amount of the contract will be issued upon completion of the project.

2.  All invoices are due upon receipt.

IV. Contract Amounts:

All amounts listed are the complete, installed price of the material listed in Contractor Scope of Work.

       Area                         Square Footage              Unit Price             Extended Cost

1. Living Room                     136.88                          $6.35                    $869.18

 

2. Kitchen                              47.5                              $6.35                    $301.62

                                                                                                                                                        Total Cost of All Areas: $1,170.80

This proposal will be honored by Super Tint Services for a period of 60 Days.

In Part III of the series I’ll discuss the modifications needed in a commercial proposal template.

1 Comment

  1. […] That just about does it for the introduction of the formal architectural project proposal.  In my next blog, I’ll outline the contractor scope of work. […]

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