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Templates / Proposal

Free Project Estimate Template

A project estimate covers the scope of work, the price, what happens if the scope changes, and the terms the client signs off.

Project Estimate template preview

Language:

en

Last updated:

October 2026

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A job gets priced, but the buyer’s trying to avoid the bit where work starts, the ground surprises everyone, and the cost keeps moving. This project estimate gives the work a boundary before anything gets booked, so the client can see what’s included, what isn’t, and what happens when conditions force a decision. The pages sit under Syne headings with Inter body text, with indigo-violet section markers and an olive accent that keeps the stage gates easy to spot.

The estimate opens with In brief, then backs the pricing up with the “why us” sections, the named roles in Team, and examples in Portfolio. The scope goes into the detail that usually causes arguments later, like Site survey and levels and Build specification, then Pricing keeps the number tied to that scope instead of a loose ballpark. The later questions answer the things clients ask out loud, including what happens if you hit bad ground and how access and decisions work on site... so the price doesn’t float away from the plan.

  • In brief A plain-language overview of the outcome and the staged approach, so the client knows what’s being priced before they reach the total.
  • Site survey and levels The survey, layout plan, and planting plan wording, which is where the estimate turns “we’ll see” into sign-offs.
  • Build specification The specification, materials list and schedule, and handover checklist, so site work maps back to what got agreed.
  • Pricing A single priced item called Build ready, which you replace with your own figure before sending.
  • Get started Acceptance and signing, plus the fee summary that calls out the 25% booking payment and the steps that follow approval.

Once the text matches the way you work, you swap in your price for the single Build ready item and send the estimate for acceptance. The client signs online, and the signed copy locks the scope, the booking payment, and the terms in writing before work begins.

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.

Yazan & Mawaheb
Yazan & MawahebAgency Owners

What to include in a project estimate

PartWhat it covers

In brief

A short overview of what the finished work needs to achieve and how the stages run, so the scope reads like a plan rather than a guess.

A bit about us

Background on how the work gets planned and delivered, including what gets decided before digging starts.

Meet the team

A quick note on who the client deals with through the job, so questions land with the right person.

Team

Named roles and responsibilities, so the estimate doesn’t rely on a vague “crew” once site work begins.

Recent work

A short introduction to the examples that follow, so the client knows what the portfolio is meant to show.

Portfolio

Three example projects described in plain terms, including the kind of ground, drainage, and access issues that affect scope.

Site survey and levels

The survey and planning deliverables, including the layout and planting plans, so levels, drainage, and use of space are defined up front.

Build specification

The build specification plus the materials schedule and handover checklist, so “what gets built” stays consistent from sign-off to handover.

Pricing

A priced-items block for the total figure, which you update to match the agreed scope before sending.

Get started

The acceptance section with a signature and fee summary, including the booking payment and what happens after signing.

What’s actually included in this figure, start to finish?

A plain answer on what the figure covers and how scope changes get priced and agreed before work continues.

When can you start and how long will you be on site?

A timing and access answer that explains how start slots get confirmed and how day-to-day decisions get handled.

Payment

Payment terms, change control, and what happens if ground conditions force a stop, including the 25% booking payment and the 14-day invoice terms.

Access and decisions

Access requirements, who leads on site, when the job pauses for decisions, and who owns the work after final payment.

Who it is for

Landscapers, contractors, consultants, and service providers who need a signed estimate that keeps scope, unknowns, and payment terms in writing before work starts.

The proposal in full

In brief

You’ll have a garden you can use week to week, with firm levels, water moving where it should, and a finished edge to every surface so it doesn’t unravel after the first season.

Most people come to us when a garden needs to handle real use and wet winters without turning into mud. You’ll finish with a layout that drains, paths and levels that feel solid underfoot, and planting that fits the space. Next we’ll confirm the scope, then lock dates and materials.

We run garden redesign and build in clear stages: we measure first, you sign off a design you can picture, then we book materials and move into groundworks and build. Each stage ends with a check-in, so decisions happen before we dig, and any changes are priced and agreed before the work moves on.

A bit about us

We’re a Dundee landscaping and garden design team that plans and builds the same way we would on our own homes. We start with a survey and set-out, because levels and drainage decide whether a garden stays tidy or turns into puddles. Then we design, build the hard landscaping, and finish with planting and a handover you can follow.

People pick us when they want the job to keep moving. We separate decisions from digging, so you approve the design and materials before we break ground. On site, we keep one supervisor responsible for groundworks and one lead for paving, so the handover looks like one finished garden instead of a set of half-finished areas.

Meet the team

You’ll deal with the same few people from survey through to handover, so questions land with the person who can answer them on the spot.

Team

Fiona Ramsay, Garden designer. Fiona is your garden designer. She turns the survey into a plan you can sign off, with levels, surfaces, and planting that suits how you’ll use the space.

Callum McEwan, Site survey lead. Callum leads our site surveys and set-out. He measures levels and drainage points, then marks the layout on site so the build matches the plan.

Eilidh Robertson, Groundworks supervisor. Eilidh supervises groundworks day to day. She runs rip-out, prep, drainage and sub-bases, and keeps the site moving so later stages are not waiting on hidden ground issues.

Gareth Mitchell, Paving crew lead. Gareth leads the paving crew. He sets falls, lines and finished edges for patios, paths, steps and kerbs, then checks the surface is ready for handover.

Recent work

Here are three recent garden redesign and build jobs showing the range, from drainage-first fixes to full new layouts with paths, patios, and planting.

Portfolio

Family lawn and patio rebuild. A sloped back garden that held water at the patio door. We re-set levels, added drainage runs, rebuilt the patio and edging, and finished with turf and tougher planting at the wind line.

Frontage tidy and access paths. A small business frontage that needed a sharper boundary and safer footfall. We stripped loose surfacing, built a new sub-base, laid paths with proper falls, and re-formed beds for low-maintenance planting.

Drainage and step rework. A garden with old steps and puddling at the bottom turn. We removed failing edges, rebuilt steps to consistent risers, set kerbs to hold the line, and tied drainage into the new ground levels.

“They kept it moving and handed back a garden that finally drains.”

Homeowner, a back garden rebuild

Site survey and levels

A measured survey of the garden with levels and key features recorded, so drainage falls, steps, and finished heights are set from facts rather than guesswork.

GARDEN DESIGN LAYOUT PLAN

A clear plan showing the new layout, including patio and path positions, bed shapes, access routes, and how the garden is meant to be used once it’s built.

PLANTING PLAN

A planting plan that shows what goes where and why, with spacing that matches how the plants will grow, so beds fill out without turning into a maintenance headache.

Build specification

A written build specification covering surfaces, edging details, steps and kerbs, and drainage approach, so the work on site matches what you signed off.

MATERIALS LIST AND SCHEDULE

A list of the main materials we’ll order and when they land on site, so you can see what is being used and the build does not pause waiting on basics.

HANDOVER CHECKLIST

A practical handover checklist covering what was built, what to watch in the first few weeks, and what normal settling looks like after groundworks and new paving.

Pricing

These figures cover the full garden redesign and build described above. We’ll confirm the exact total after survey and design sign-off, once materials and quantities are set.

Priced items

Get started

If you want us to hold dates and order materials, the next step is to lock the scope and get you booked in.

1. Sign this estimate to confirm you want to proceed. 2. Pay 25% to book your start slot and materials order. 3. Approve the final set-out, then we begin groundworks on site.

Signature

Fee summary

What’s actually included in this figure, start to finish?

The figure covers the full garden redesign and build as described: survey and set-out, design sign-off, ordering, rip-out and prep, hard landscaping build, then planting and handover. If something changes the scope, we price it and agree it with you before we do it.

IF YOU HIT BAD GROUND OR OLD RUBBLE, WHAT HAPPENS TO THE PRICE?

We stop and show you what we’ve found, then give you options with a fixed price for each route. Bad ground usually changes the groundworks stage, so we keep the design and finish intact while we sort the base that carries it.

When can you start and how long will you be on site?

Once you sign and the booking payment is in, we’ll offer the next start slot and confirm it in writing. Time on site depends on access and the amount of hard landscaping, but we’ll give you a week-by-week outline before we begin.

WHO’S HERE DAY TO DAY, AND DO I NEED TO BE HOME?

You’ll have a named lead on site each day, with Fiona checking in at design sign-off and during key set-out points. You do not need to be home all day, but we do need access at agreed times and a way to reach you for decisions.

Payment

To book the work, we take 25% when you sign. The remaining 75% is due at handover. Each invoice is payable within 14 days of its date.

Changes. If you want to change the scope, we’ll price it and agree it with you in writing before we do it. If it affects timing, we’ll update the week-by-week outline at the same time.

Ground conditions. If we uncover bad ground, rubble, or buried obstructions, we stop and show you what we’ve found. We’ll give you fixed-price options for each route, and we only continue once you’ve chosen one.

Start date and time on site. Once the signed estimate and booking payment are in, we’ll offer the next start slot and confirm it in writing. We’ll also share a week-by-week outline before we begin, then keep you updated as we go.

Access and decisions

You do not need to be home all day, but we do need access at agreed times and a way to reach you for decisions. If we cannot reach you on a point that stops the job, we pause until we can.

On-site lead. You’ll have a named lead on site each day. Fiona checks in at design sign-off and at key set-out points, so the build follows the agreed layout before we commit to levels, edges, and finishes.

Ownership of the work. You own the finished garden design and build once the final invoice is paid. Until then, any plans, schedules, and specifications we’ve provided stay ours and are for this project only.

Questions about this proposal template

What’s the difference between an estimate and a proposal?

A project estimate focuses on what work is included, what it costs, and what terms apply when the client signs. A proposal often adds more context like team, process, and examples, and this template includes both so the price has support behind it.

What should a project estimate include?

A project estimate usually includes a clear scope, a price tied to that scope, and terms covering payment, changes, and what happens when conditions on site don’t match assumptions. This template also includes background sections and example work so the client understands how the job will be delivered.

How do you write an estimate that doesn’t creep as the job goes on?

The estimate needs a defined scope and a written change process that says work only changes after a price gets agreed. This template includes change wording, plus guidance on pausing and offering fixed-price options when bad ground or obstructions show up.

What happens if you uncover bad ground after work starts?

The estimate text says work stops and the client gets shown what was found, then options get priced as fixed figures for each route. Work continues only after the client chooses one, so the decision happens before the cost moves.

Do you need a deposit for an estimate to be accepted?

The acceptance section in this template calls for a 25% booking payment after signing to hold dates and order materials. The remaining 75% is due at handover, with invoices payable within 14 days.

Do clients need to be home during the work?

The access section says the client doesn’t need to be home all day, but access needs to be available at agreed times and the team needs a way to reach them for decisions. If a decision blocks progress and the client can’t be reached, the job pauses until contact is made.

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