Free Architecture Proposal Template
An architecture proposal covers the scope of work, pricing, schedule, retainer, change control, and the signature and fee summary for approval.
A space can look like an easy yes until plan review and the trades start reading it like a checklist. Code misses, snow-load details, egress, and ADA comments can bounce a set back, and then the schedule slides into the next season while everybody waits on answers. This architecture proposal puts decisions in writing early, so the owner and contractor can see what’s getting delivered and what it costs.
The proposal walks through Overview and How I work, then backs the claims up with Recent work and the included deliverables. The client reads the work like a reviewer would, with the code-and-ADA thinking out in the open, and the price kept behind it until the scope is clear... which is usually what stops “quick sketches” from turning into redraws later. The layout uses indigo and green accents under Raleway headings with Inter for body text, so the document reads like documentation, not marketing.
- Overview Summarises what gets decided, what gets produced, and the scope, schedule, and cost the client is agreeing to.
- Recent work Shows example projects and the kind of feasibility and code-grounded drawing sets the client can expect.
- Priced items Lists Plan Set as the single priced line item, which you update with your own pricing before sending.
- Retainer States the retainer amount, how billing works across phases, what information is needed to lock the code path, and the access terms for the field measure.
- Changes Explains how scope changes get written down with fee and schedule adjustments, what plan review responses cover, and what construction administration does and doesn’t include.
Once the proposal is in Plutio, you replace the price for Plan Set, send it, and the client signs online. The signed copy gives both sides the same scope, retainer terms, and change process to point to when review comments land or the contractor starts asking for decisions.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What this proposal contains
1) Overview
Frames the decision the client is making and what the scope, schedule, and cost cover. Use this section to match the language to the specific site and the client’s program.
2) A bit about me
Explains the practice and what the client can expect when plan review or contractor questions get specific. Swap in your own positioning so the client knows who’s accountable during the hard parts.
3) Recent work
Introduces examples that show the type of projects and deliverables the proposal leads to. Replace the project blurbs with work that matches the client’s building type and constraints.
4) Main street ti test-fit
Describes a tenant improvement test-fit and how code constraints shaped viable layouts. Edit the details to match a comparable project or remove the example if it doesn’t fit.
5) Outfitter yard and warehouse
Covers a yard and warehouse layout with circulation, loading, and parking tied back to egress and ADA. Adjust the example to reflect similar site-planning constraints in your work.
6) Small restaurant refresh
Shows a fit-out where restroom and back-of-house decisions had to meet clearance requirements, with a client quote at the end. Keep the quote only if it’s true for your business and you have permission to use it.
7) How I work
Explains the process in steps, including measurement, test-fit, and risk flags the client needs to answer. Update the steps and timing so the plan matches how you actually run a project.
8) Existing conditions plan
Lists the baseline drawing and feasibility deliverables, including test-fit options and an open-items summary. Align the deliverables to what you’ll actually issue on this job so the pricing stays anchored.
9) Code and ada review memo
Describes the plan-review-oriented memo and the drawing set progression through SD, DD, and CDs, plus written CA responses. Edit the references to match the jurisdiction and your typical set structure.
10) Pricing
Positions feasibility and test-fit as the usual entry point before full drawing sets. Adjust the phrasing so it matches the client’s stage and what you’re offering right now.
11) Priced items
Holds the single priced line item that the client is accepting. Replace the template price with your own number for Plan Set.
12) Get started
Explains the next steps after acceptance, including the kickoff checklist and what the client needs to share. Edit the list so it matches the inputs you actually require for this site.
13) Signature
Captures acceptance and signing. Check the client and signer fields so the right person can approve the work.
14) Fee summary
Summarises the fee details tied to the priced item and acceptance. Review the summary so it matches the retainer and billing language in the terms.
15) Retainer
Sets the retainer, payment schedule by phase, required inputs, and the access rules for the site measure, including a rate for a failed access visit. Update the percentages, milestones, and access terms before sending so the schedule and cashflow assumptions are clear.
16) Changes
Defines how scope changes, review comments, and construction administration get handled, plus ownership and use after invoices are paid. Edit these terms to match how you document changes and what you include in CA.
Who it is for
Commercial architects and small firms quoting feasibility, test-fit, and plan set work for tenant improvements, small additions, and light industrial fit-outs.
Share template
Questions about this proposal
What should an architecture proposal include?
An architecture proposal usually covers the scope of services, schedule, pricing, and the terms that control changes, payment, and sign-off. This template also includes a retainer section and a signature and fee summary so approval is captured with the terms.
How do you write a scope of work for architectural services?
A scope of work names the deliverables and the decision points, like existing conditions, test-fit options, a code and ADA review memo, and drawing sets by phase. The scope also needs boundaries, which this template handles in the changes and construction administration language.
What’s the difference between feasibility and a full plan set?
Feasibility focuses on whether the program fits and what code and ADA issues could block the path, so decisions happen before a full drawing set begins. A plan set carries the work forward into SD, DD, and CDs that are organised for permitting and contractor pricing.
How do retainer and progress billing usually work for architects?
Retainers and billing schedules vary, but this template states a 20% retainer to start, then splits feasibility 50% at start and 50% at delivery. For plan set work, billing runs monthly based on progress, with a final 10% due at CD issue.
How do you handle scope changes in an architecture project?
Scope changes need a written adjustment before extra work starts, with the fee and schedule impact spelled out. This template also separates plan review responses from redesign caused by late program or lease constraints, which gets treated as an additional service.
Do I need a signed proposal before architectural work starts?
A signed proposal gives both sides the same scope, fee, and change process to follow once questions and review comments start arriving. This template includes a signature section so acceptance is captured alongside the pricing and retainer terms.
Start free today
Your entire business, one login away
No credit card required. No contracts. Just the tools you need to run, grow, and automate your business with Super Work AI.
No credit card required
