Proposal Template SOP
Version: 1.3 Last Updated: 2026-01-15 Owner: Sales Director Applies To: All Sales team members
Purpose
Standardize proposal structure, content, and presentation to ensure professionalism, clarity, and high conversion rates.
Template Location
Master Template: Google Drive /Sales/Templates/Kyndof_Proposal_Template_v1.3.docx
How to Use:
- File → Make a Copy
- Rename:
[YYYY-MM-DD]_Proposal_[ClientName]_[ProjectName] - Save to:
/Clients/[ClientName]/Proposals/
Required Proposal Sections
Section 1: Cover Page
Elements:
- Kyndof logo (top center)
- Proposal title: "Proposal for [Client Name]"
- Project subtitle: "[Project Name/Description]"
- Date of proposal
- Prepared by: [Account Manager Name, Title]
- Validity period: "This proposal is valid for 30 days from the date above"
- Beautiful hero image (relevant to project style)
Design Notes:
- Use Kyndof brand colors (deep burgundy #6B1C23, gold accent #D4AF37)
- Clean, elegant typography (Cormorant Garamond for headers, Open Sans for body)
- High-quality imagery that reflects project aesthetic
Section 2: Executive Summary
Length: 1/2 page maximum Purpose: High-level overview for decision-makers who may not read full proposal
Required Content:
We are thrilled to present this proposal for [Project Description].
Project Overview:
[2-3 sentences describing what we're creating and why it's exciting]
What We'll Deliver:
- [Key deliverable 1]
- [Key deliverable 2]
- [Key deliverable 3]
Timeline: [Start Date] to [Delivery Date] ([X] weeks)
Investment: $[Total Amount]
We're confident that our expertise in [relevant specialty] and commitment to
[quality/collaboration/artistry] will result in [outcome] that exceeds your expectations.
Tips:
- Write this last (after completing other sections)
- Focus on benefits and outcomes, not just features
- Make it scannable (use bullets and bold text)
Section 3: Understanding Your Vision
Length: 1/2 - 1 page Purpose: Demonstrate we listened during needs assessment
Structure:
Based on our conversation on [Date], we understand that:
Your Project:
[Detailed description of client's production/event]
Your Vision:
[Client's creative direction, references, mood]
Your Goals:
- [Goal 1: e.g., "Historically accurate 1890s ball gowns"]
- [Goal 2: e.g., "Comfortable for 3-hour performances"]
- [Goal 3: e.g., "Photograph beautifully under stage lighting"]
Key Considerations:
- Timeline: [Critical dates and deadlines]
- Budget: [Budget range discussed]
- Special Requirements: [Movement, quick changes, durability, etc.]
Why This Matters:
- Shows we're listening, not just selling
- Builds trust and alignment
- Client sees themselves in the proposal
- Reduces miscommunication and revisions
Section 4: Our Approach
Length: 1 page Purpose: Explain our methodology and why we're qualified
Structure:
A. Why Kyndof
Kyndof specializes in [custom costume design/high-end fashion] for [theater/film/events].
Our team brings:
- [X] years of combined experience in [period costume/contemporary fashion/etc.]
- Expertise in [relevant techniques: draping, tailoring, embellishment]
- Portfolio of [Y] successful projects for [similar clients/productions]
- Commitment to [quality/collaboration/artistry]
Recent relevant work:
- [Project 1]: [Brief description and outcome]
- [Project 2]: [Brief description and outcome]
B. Our Process
We follow a collaborative 5-phase process:
1. Design Development (Weeks 1-2)
- Sketch concepts based on your vision
- Present 2-3 options for each character/piece
- Incorporate your feedback and finalize designs
2. Pattern Making & Mockup (Weeks 3-4)
- Create custom patterns from measurements
- Construct muslin mockups for fit verification
- First fitting session
3. Material Sourcing (Week 4)
- Source fabrics and embellishments
- Present swatches for approval
- Place orders for production
4. Construction (Weeks 5-7)
- Expert tailoring and construction
- Apply embellishments and finishing details
- Quality control checkpoints
5. Final Fitting & Delivery (Week 8)
- Second fitting for final adjustments
- Care instructions and storage guidance
- Delivery to your location
Tips:
- Use visuals (process diagram or timeline graphic)
- Customize phases to match specific project
- Highlight what makes our process unique
Section 5: Scope of Work
Length: 1-2 pages Purpose: Detailed, itemized description of what we're creating
Format: Table or Detailed List
Example:
| Item | Description | Quantity | Details |
|---|---|---|---|
| Lead Character Gown | 1890s ball gown, burgundy silk taffeta | 1 | Full bustle construction, beaded bodice, hand-finished hem, includes petticoat and corset |
| Supporting Character Suit | Men's morning suit, period-accurate | 2 | Wool coat, waistcoat, trousers, custom shirt, cravat |
| Ensemble Dresses | Day dresses, various colors | 5 | Cotton construction, simpler details, rental-quality durability |
For Each Item Include:
- Specific materials and techniques
- Key design features
- Functional requirements (e.g., quick-change capability)
- What's included vs. excluded
What's NOT Included (Clarify Boundaries):
- Shoes, wigs, accessories (unless explicitly included)
- On-set alterations during filming/performances
- Storage or cleaning after delivery
- Additional characters beyond those listed
- Design changes after approval milestones
Section 6: Timeline & Milestones
Length: 1 page Purpose: Visual timeline with key dates and client touchpoints
Required Elements:
- Start date
- Major milestones with dates
- Client decision points
- Fitting dates
- Final delivery date
Visual Format Options:
- Gantt Chart (preferred for complex projects)
- Linear Timeline (good for simple projects)
- Phase Blocks (color-coded by phase)
Example:
Week 1-2: Design Development
↳ Week 1, Day 3: Present initial sketches
↳ Week 2, Day 2: Client feedback due
↳ Week 2, Day 5: Finalized designs
Week 3-4: Pattern Making & Mockup
↳ Week 4, Day 3: First Fitting (Client Attendance Required)
Week 4: Material Sourcing
↳ Week 4, Day 5: Fabric swatches approval
Week 5-7: Construction
↳ Weekly progress photos shared
Week 8: Final Fitting & Delivery
↳ Week 8, Day 2: Final Fitting (Client Attendance Required)
↳ Week 8, Day 5: Delivery to [Location]
Client Decision Points (Highlight in Bold/Color):
- Design approval
- Fabric approval
- Fitting attendance
- Final sign-off
Dependency Callouts: "Timeline assumes client feedback within 48 hours of each milestone. Delays in client approvals may extend delivery date."
Section 7: Deliverables
Length: 1/2 page Purpose: Explicit list of what client receives
Example:
You Will Receive:
✓ Finished Costumes/Garments
- [Quantity] pieces as described in Scope of Work
- Professionally pressed and ready to wear
- Packaged in garment bags for transport
✓ Design Documentation
- Final design sketches (digital and printed)
- Technical drawings with measurements
- Fabric swatches and material samples
✓ Care & Maintenance Guide
- Cleaning instructions for each piece
- Storage recommendations
- Repair and alteration guidelines
✓ Photography
- Professional photos of completed costumes
- High-resolution images for your archives
✓ Consultation
- 2 fitting sessions (included in pricing)
- Unlimited email/Slack support during production
- 1-hour final walkthrough and care instruction session
Optional Add-Ons (Not Included in Base Pricing):
- Additional fitting sessions: $150/session
- On-set support during filming: $100/hour + travel
- Costume storage: $50/month
- Rush delivery: +30% of total project cost
Section 8: Investment & Payment Terms
Length: 1 page Purpose: Transparent pricing breakdown and payment schedule
A. Pricing Breakdown (Table Format)
| Item | Description | Unit Price | Qty | Subtotal |
|---|---|---|---|---|
| Lead Character Gown | 1890s ball gown | $3,500 | 1 | $3,500 |
| Supporting Character Suit | Men's morning suit | $2,000 | 2 | $4,000 |
| Ensemble Dresses | Day dresses | $800 | 5 | $4,000 |
| Design Services | Concept development, sketches | $500 | - | $500 |
| Fittings | 2 sessions included | Included | - | - |
| SUBTOTAL | $12,000 | |||
| Rush Fee (Optional) | \<4 week delivery | +30% | - | - |
| TOTAL INVESTMENT | $12,000 |
B. Payment Schedule
Phase 1: Contract Signing
50% deposit: $6,000
Due: Upon signature
Triggers: Design work begins
Phase 2: Post-First Fitting
25% payment: $3,000
Due: After first fitting approval
Triggers: Final construction begins
Phase 3: Delivery
25% final payment: $3,000
Due: Upon delivery
Required: Before costumes leave studio
C. Payment Methods Accepted
- Bank transfer (ACH) - preferred, no fee
- Credit card (Visa, Mastercard, Amex) - 3% processing fee
- Check - allow 5 business days to clear
D. Late Payment Policy
- Payments due within 7 days of invoice
- 5% late fee applied after 7 days
- Work paused if payment >14 days overdue
Section 9: Terms & Conditions
Length: 1-2 pages (can be smaller font) Purpose: Legal protections and expectations
Required Terms:
A. Intellectual Property
Design concepts and sketches remain Kyndof property until final payment is received.
Upon full payment, all intellectual property rights transfer to Client, except:
- Kyndof retains the right to photograph and use completed work in portfolio
- Kyndof may display work on website and marketing materials unless Client requests otherwise
B. Revisions & Changes
Scope of Work includes:
- 2 rounds of design revisions
- 1 round of fit adjustments after first fitting
- 1 round of minor adjustments after final fitting
Additional revisions beyond the above: $100/hour
Major scope changes (new designs, additional pieces, material changes) require written
amendment to contract and may affect pricing and timeline.
C. Client Responsibilities
Client agrees to:
- Provide accurate measurements by [Date]
- Attend scheduled fittings (or provide stand-in with same measurements)
- Provide feedback within 48 hours of milestone reviews
- Make payments according to schedule
- Notify Kyndof of any concerns or issues within 24 hours
D. Cancellation & Refunds
Client may cancel at any time with the following fees:
- Before design work begins: 10% cancellation fee
- After design approval: 50% of total contract (covers design + materials)
- After construction begins: 75% of total contract
- After final fitting: No refund (100% due)
Kyndof may cancel if:
- Client payments are >14 days overdue
- Client fails to provide required information/approvals delaying timeline >30 days
- In such cases, Client receives refund minus work completed to date
E. Force Majeure
Neither party liable for delays caused by circumstances beyond reasonable control
(natural disasters, pandemics, supply chain disruptions). Timeline extended by
duration of delay.
F. Warranty
Kyndof warrants:
- Workmanship for 90 days from delivery
- Repairs for manufacturing defects at no charge
- Does NOT cover damage from normal wear, improper care, or alterations by third parties
G. Governing Law
This agreement governed by laws of [State]. Disputes resolved through mediation,
then binding arbitration if necessary.
Section 10: Next Steps
Length: 1/4 page Purpose: Clear call-to-action
Structure:
We're excited to bring your vision to life! Here's what happens next:
1. Review this proposal at your convenience
2. Contact me with any questions or requested changes
3. Schedule a call to finalize details (if needed)
4. Sign the attached service agreement
5. Submit 50% deposit to begin design work
I'm available to discuss the proposal:
📧 Email: [email@kyndof.com]
📞 Phone: [XXX-XXX-XXXX]
📅 Calendar: [booking link]
**Timeline:** Once the contract is signed and deposit received, we'll begin design
work immediately and deliver completed costumes by [Delivery Date].
Thank you for considering Kyndof. We look forward to creating something extraordinary together!
Warmly,
[Account Manager Name]
[Title]
Proposal Design Standards
Visual Elements
Required:
- Kyndof logo on every page header
- Page numbers on footer
- Brand colors: burgundy (#6B1C23) and gold (#D4AF37) accents
- High-quality images (minimum 300 DPI)
Typography:
- Headers: Cormorant Garamond, 18-24pt
- Subheaders: Cormorant Garamond, 14-16pt
- Body: Open Sans, 11-12pt
- Captions: Open Sans, 9-10pt
Layout:
- 1-inch margins
- Generous white space (don't crowd)
- Section breaks between major sections
- Use tables for pricing and scope
Images to Include:
- Portfolio examples (2-4 relevant projects)
- Process photos (fitting, construction)
- Material samples or inspiration boards
- Team photo (optional, builds trust)
Pricing Presentation Options
Option 1: Single Total (Simple Projects)
Best for: Simple, straightforward projects with \<5 items
Total Investment: $4,500
Includes:
- [Deliverable 1]
- [Deliverable 2]
- [Deliverable 3]
Payment Schedule: 50% deposit, 50% on delivery
Option 2: Itemized Breakdown (Standard)
Best for: Most projects, provides transparency
[See table example in Section 8 above]
Option 3: Tiered Options (Complex or Flexible Scope)
Best for: Clients with budget flexibility or uncertain scope
**Option A: Premium Package - $15,000**
- Hand-embroidered details
- Silk and wool fabrics
- 3 fitting sessions
- Rush 6-week timeline
**Option B: Standard Package - $10,000**
- Machine embellishment
- Quality cotton and blends
- 2 fitting sessions
- Standard 8-week timeline
**Option C: Economy Package - $7,000**
- Simplified details
- Standard fabrics
- 1 fitting session
- Extended 10-week timeline
Approval Checklist
Before sending proposal, verify:
Content:
- All sections complete (Sections 1-10)
- Client name spelled correctly throughout
- Dates accurate and realistic
- Pricing calculations correct
- Scope matches needs assessment notes
- Timeline feasible (confirmed with Operations)
Approvals:
- Pricing approved by Finance (if >$5K)
- Timeline approved by Operations
- Design feasibility confirmed by Fashion Design
- Sales Director approval (if >$5K or non-standard terms)
Quality:
- Spell-check and grammar review
- Images high-quality and relevant
- Formatting consistent
- PDF export clean (no weird formatting)
Delivery:
- Saved to correct Google Drive folder
- Uploaded to Notion client record
- Sent via email with cover letter (see Communication SOP)
- Follow-up reminder set for 48 hours
Conversion Optimization Tips
What Increases Acceptance: ✅ Visual, beautiful presentation (reflects our creative expertise) ✅ Clear timeline with milestones ✅ Transparent pricing breakdown ✅ Portfolio examples matching client's aesthetic ✅ Demonstrating we listened (Section 3) ✅ Simple next steps
What Decreases Acceptance: ❌ Generic, template-heavy language ❌ Vague pricing ("Call for quote") ❌ No visuals or poor-quality images ❌ Overly complex legal jargon ❌ Missing key information (timeline, deliverables) ❌ Slow follow-up after sending
Version History
| Version | Date | Changes |
|---|---|---|
| 1.3 | 2026-01-15 | Added tiered pricing option, conversion tips |
| 1.2 | 2025-11-10 | Updated payment terms, added force majeure clause |
| 1.1 | 2025-08-15 | Revised design standards, added checklist |
| 1.0 | 2025-06-01 | Initial SOP creation |
Next Review: 2026-04-15