Step 3: Proposal Development
Duration: 10 minutes (for template-based proposals) Owner: Account Manager Tool: Google Docs, Notion
Objective
Create professional, detailed proposal that outlines scope, deliverables, timeline, pricing, and terms.
Inputs
- Completed needs assessment notes from Notion
- Internal feasibility confirmation from Fashion Design
- Pricing guidance from Finance
- Timeline estimate from Operations
Activities
1. Gather Internal Input (Completed before this step)
Prior to proposal creation:
- Share needs assessment with Fashion Design (design feasibility)
- Consult Operations on timeline and production capacity
- Confirm pricing with Finance (cost + margin)
- Get Sales Director approval for any non-standard terms
2. Proposal Creation (7 min)
Use Standard Proposal Template (see SOPs)
Required Sections:
A. Executive Summary (1 min)
- Client name and project title
- High-level overview of what we're creating
- Total investment and timeline
B. Scope of Work (2 min)
- Detailed description of each costume/piece
- Materials and techniques to be used
- Number of fittings and revision rounds included
- What's NOT included (clarify boundaries)
C. Process & Timeline (2 min)
- Design phase (sketches, approvals): [X weeks]
- Pattern making and mockup: [X weeks]
- First fitting and revisions: [X weeks]
- Final production: [X weeks]
- Delivery: [Date]
- Include Gantt chart or visual timeline
D. Deliverables (1 min)
- Finished costumes/pieces (quantity)
- Design sketches and technical drawings
- Care instructions and storage recommendations
- Photography of final pieces (if applicable)
E. Investment & Payment Terms (1 min)
- Itemized pricing breakdown
- Total investment: $[Amount]
- Payment schedule:
- 50% deposit upon contract signing
- 25% after first fitting approval
- 25% upon delivery
- Accepted payment methods
F. Terms & Conditions (covered in template)
- Intellectual property (design ownership)
- Revision policy (2 rounds included, additional billable)
- Cancellation policy
- Rush fee policy (if applicable)
- Warranty/repair policy
3. Internal Review (2 min)
- Spell check and format review
- Verify pricing calculations
- Confirm timeline feasibility
- Get Sales Director approval for >$5K proposals
4. Send Proposal (1 min)
- Export as PDF
- Send via email with cover letter
- Upload to Notion (attach to client record)
- Update client status to "Onboarding - Proposal Sent"
- Set reminder to follow up in 48 hours if no response
Outputs
- Professional proposal PDF
- Proposal sent to client via email
- Notion record updated (status: "Onboarding - Proposal Sent")
- Follow-up reminder set
Email Cover Letter Template
Subject: Kyndof Proposal - [Project Name]
Dear [Client Name],
Thank you for the opportunity to work on [project description]. I'm excited to
share our proposal for bringing your vision to life.
Attached is a detailed proposal covering:
- Scope of work and deliverables
- Timeline and process
- Investment and payment terms
I'm confident we can create exceptional [costumes/pieces] that exceed your
expectations. I'm available to discuss any questions or adjustments.
When would you like to schedule a call to review the proposal?
Looking forward to collaborating!
Best,
[Account Manager Name]
[Contact Information]
Success Criteria
- Proposal addresses all requirements from needs assessment
- Pricing approved by Finance
- Timeline confirmed by Operations and Fashion Design
- Client responds within 48 hours
- Client satisfaction with proposal clarity and professionalism
Pricing Guidelines
Standard Pricing Tiers:
| Complexity | Description | Base Price Range |
|---|---|---|
| Simple | Basic alterations, simple garments | $200 - $500 |
| Standard | Custom contemporary pieces, moderate detail | $500 - $2,000 |
| Complex | Period costumes, intricate embellishment | $2,000 - $5,000 |
| Premium | Historical reproductions, couture-level work | $5,000+ |
Add-ons:
- Rush fee (\<4 weeks): +30%
- Extra fittings (beyond 2): $150/fitting
- Complex embellishment: +$500-$2,000
- Historical research: $300/costume
- On-set alterations: $100/hour + travel
Common Issues & Solutions
| Issue | Solution |
|---|---|
| Client requests major scope changes | Create addendum or revised proposal, don't overwrite original |
| Pricing seems high to client | Break down cost components (materials, labor, overhead) to show value |
| Timeline too long for client | Offer rush option with premium pricing, or phase delivery |
| Client wants to skip fittings | Explain quality risk, offer virtual fitting option |
| Multiple internal approvers | Create summary slide deck in addition to detailed proposal |
Red Flags (Escalate to Sales Director)
- Client requests spec work (free design samples)
- Client unwilling to commit to deposit
- Scope creep during proposal stage
- Client compares pricing to mass production (misaligned expectations)
Tools & Templates
- Google Drive: Proposal template (see SOP)
- Notion: Pricing calculator, client record
- Canva: Visual timeline graphics
- Gmail: Email cover letter template