A Free Web Design Proposal Template to Win Clients in 2025

I've watched too many agency owners send what they think is a solid web design project proposal, only to hear crickets back from prospects. Trust me, I've been there too (I used to run a web agency where we built hundreds of websites for clients).

Here's what I learned after years of refining proposals. Most fail because you’ve either left out important details that bite you later, or you overwhelm prospects with so much information they can't figure out what they're actually buying.

The challenge is finding that sweet spot. You want to cover the project's scope, timeline, deliverables, and payment terms thoroughly enough to prevent scope creep. But you also need to know which sections actually persuade potential clients versus the ones that make their eyes glaze over.

In this article, I'll walk you through exactly what needs to be in your web design proposal template and how to structure it so more prospects say yes. I'll also show you one of the easiest ways to collect feedback from clients after you've closed their business and built their website (without the endless back-and-forth over email or Slack).

Downloadable Template: Website Design Proposal Google Doc, Word

I’ve put together a complete web design proposal template, available as a Google Doc or Word file. Note that this is a starting point. You should customize it based on your unique services, selling points, etc. I’ve highlighted placeholders in yellow to make it easier for you to customize:

Key Elements to Include in Your Design Proposal

Here's all the information I recommend including in your website proposal template to help your prospective clients feel confident signing it:

• Quick Overview: Start by restating the potential client's problem and specific goal (in their own words) from your discovery call or website design questionnaire. This personalizes the proposal and sets clear expectations about what it covers, so there's no confusion about what they're reviewing.
• About Us: Keep this brief but build credibility by highlighting your agency's expertise and approach to client work. Include two to three portfolio examples that showcase similar projects so they can visualize the quality and style you'll bring to their new website. This section shows prospective clients they're working with professionals who understand their needs.
• What We'll Do: Break down your project overview into clear phases with a detailed outline so clients understand exactly what happens when. Include specific deliverables for each phase and mention revision rounds upfront to prevent scope creep later. This scope of work removes the mystery around web development and helps prospects feel confident about your web design project approach.
• Timeline: Present a realistic timeline in a simple table format that shows when each phase will happen, including completion dates for major milestones. Always include a disclaimer about how feedback speed affects the schedule. This protects you from unrealistic client expectations while encouraging prompt responses to keep projects moving.
• Investment: Structure your pricing with milestone payments to improve cash flow and reduce risk. Break down the total cost clearly and include optional add-ons separately so prospects can see the base package value. This approach makes larger web design services feel more manageable and gives clients flexibility to customize.
• What's Included (and Not Included): Spell out exactly which website requirements are covered and what costs extra to prevent scope creep and surprise requests later. Include details about components like content management systems and any custom development work. Being transparent about limitations upfront builds trust and helps clients budget properly for their full website needs.
• Next Steps: Make it dead simple for prospects to move forward by listing exactly what they need to do. Remove any friction from the signing process by mentioning you'll handle the paperwork through electronic signature tools, making the process as professional and convenient as possible.
• Approval: End with a simple signature section that confirms the client's approval of the proposal. Keep the closing friendly but professional with a statement that reinforces your commitment to the project's success.

The Best Way to Collect Feedback After You’ve Built The Website

One of the most frustrating things agencies deal with after building a website for a client is collecting feedback in a clear and organized way. Most agencies assume going back and forth over different email threads and slack channels is the norm, until they find out about a solution like Feedbucket.

Feedbucket is designed specifically for collecting clear, organized feedback on live websites and staging sites. Clients can submit feedback without leaving the site. Feedbucket automatically captures screenshots, recordings, and key details to eliminate confusion about what needs to be changed.

Clients can give feedback immediately

The biggest headache with most feedback tools? Getting clients to actually use them.

Feedbucket eliminates that friction entirely. Clients just have to click a link, and they're instantly ready to leave feedback on the website. There's no browser extensions to install, no account to create, and no technical barriers to slow down the project.

Point and click feedback right where problems exist

Instead of trying to decode emails that say "something looks wrong on the pricing page," clients can click directly on the specific element that needs attention. Each comment gets anchored to the exact spot where they see the issue, so you never have to play guessing games about what they mean.

Visual markup tools that eliminate confusion

When words aren't enough, clients can grab a screenshot and mark it up with annotation tools. They can highlight text that needs changing, circle elements that look off, or draw arrows pointing to specific areas. This visual approach connects what clients notice with what your development team needs to understand.

Screen capture for issues that need to be seen in action

Some problems only make sense when you see them happening. Like navigation that feels clunky, forms that don't behave right, or animations that seem off. Clients can record their screen while demonstrating the issue, adding voice explanation to walk through exactly what feels wrong. There's no need to install separate recording software, as it works right in the browser.

Complete technical context gets captured behind the scenes

You look professional when you can hand developers everything they need to fix issues fast. Every feedback submission automatically grabs browser details, device information, console logs, screen resolution, and the exact URL. That means no more back-and-forth asking "what browser were you using?"

Review static designs before any code gets written

Upload design mockups and get client approval before development starts. Collecting feedback on separate mobile, tablet, and desktop versions to guide your wireframing. This catches potential issues early and reduces expensive revision cycles later in your web design process.

Visual indicators show what's already been reported

Working with a team means avoiding duplicate feedback reports. Clients can see pins wherever feedback has been submitted, and they can click any pin to jump into the conversation thread for that specific issue.

Centralized discussions replace scattered email threads

Stay up to date with the website feedback that have been made directly on the site.

Each piece of feedback becomes its own discussion space where your team and clients can collaborate on solutions. Upload files, discuss options, and track progress on the client's website all in one place.

Simple integrations that work with your existing tools

The website feedback created as an issue in JIRA with all details. JIRA is just an example. There are lots of other integrations.

Feedback flows directly from Feedbucket into whatever project management system you're already using, whether that's Asana, Linear, Trello, or something else. When your team updates task status in your PM tool, clients automatically see the progress update. No manual status reports or completion dates tracking needed.

Start collecting and organizing client feedback today with Feedbucket's full-featured, 14-day free trial (no credit card required).

You can also see how Feedbucket works with a live demo below. No email or opt-in required.