Graphic design projects arrive in every shape: a conference poster with a print deadline, a 24-page annual report, a set of social templates, a packaging label, a trade-show booth graphic. What they share is that the client usually describes the end result ("we need a flyer") and not the work behind it: concepts, revisions, proofing, resizing, file prep for print, and the last-minute copy change after you have sent files to the printer.
This proposal template makes that work visible. It lists each deliverable with its format and size, says how many concepts and revision rounds are included, and puts print production and source files on the table before the client signs.
TL;DR
The graphic design proposal template scopes print and digital design work: a deliverables table with format, size and quantity, two or three initial concepts, numbered revision rounds, print specifications, proofing, file handover and a deposit-based payment schedule. Send it once you have the brief and the deadline. The key practice is pricing every adaptation and resize as its own line, because "can you also make this for Instagram" is where unpaid hours collect.
What's inside
- Project summary: what the design must achieve and where it will be used.
- Deliverables table: every piece, with format, dimensions, page count and quantity.
- Creative process: number of concepts, how they are presented, and revision rounds.
- Copy and assets: who supplies text, photos, logos and data, and by when.
- Print production: paper, finish, bleed, color mode, proofing and who deals with the printer.
- Files you receive: final exports by default, source files as stated.
- Timeline and investment: phase dates, fee by deliverable, deposit and balance.
- Acceptance: signatures and start date.
When to use it
Use it for defined design pieces: a campaign set, a brochure, a report, event materials, packaging, presentation templates, social media templates or an infographic series. It works for one-off projects and for small batches of related items.
It is the wrong tool in a few cases:
- If the project is a logo, use the logo design proposal, which deals with mark exploration and trademark checks.
- If the client wants a full identity system with guidelines, use the branding proposal.
- If the work is ongoing, such as monthly social graphics or ad creative, you are better served by a retainer arrangement. Quote it with the design SOW and a monthly fee.
Line items clients question most
Most disputes in graphic design are not about the main fee. They are about the small items that felt included to the client and felt extra to you. Name them in the proposal and you will rarely have to argue about them later.
Adaptations and resizes. A single key visual can turn into 12 sizes for social, display ads, email headers and print. Each needs layout work, not just scaling. List the master design and then the adaptations with a per-size price, for example "up to 6 digital adaptations included, further sizes at [PRICE] each."
Copy changes after approval. Once layout is approved, a client who rewrites a paragraph creates rework, especially on multi-page documents where text reflows. Allow minor text corrections and price structural copy changes as a revision round.
Stock images and fonts. Licensed images and commercial fonts cost money and often need licensing in the client's name. Say whether they are included up to a budget, billed at cost, or supplied by the client.
Print management. Getting quotes from printers, checking proofs and attending a press check is real time. Either the client deals with the printer directly and you supply print-ready files, or you manage it for a fee. If you pay the printer and recharge, make sure the deposit covers that outlay.
Source files. Editable files let the client reuse your layout without you. That is fine, but it has a value. Many designers deliver press-ready PDFs and web exports by default, and price source files separately or release them on full payment.
Print specifications to confirm before you start
A beautiful layout is wasted if it is set up for the wrong paper or press. Before you quote a print piece, confirm:
- Final trim size and whether the piece folds, binds or is die-cut.
- Bleed and safe area required by the printer, often 3 mm or 0.125 in bleed.
- Color mode and any spot colors, and whether the printer wants a specific PDF standard.
- Paper stock and finish, since uncoated paper changes how colors look.
- Quantity and deadline for files at the printer, which is usually days before the event.
If the printer is not chosen yet, say in the proposal that specs are assumed and that a change of printer may need file adjustments at your hourly rate.
Customize it in your COLO workspace
Build this structure as a saved template in COLO Proposals with one line item per deliverable, so the client sees what each piece costs. Line items carry a rate, hours, tax and discount, and you can set an expiry date on the proposal. The client accepts in the client portal, where they can also upload their copy and brand files to the project.
When the project runs, track time against it. Even on a fixed fee, knowing that the 24-page report took 41 hours will make your next quote more accurate.
Common mistakes
- Quoting "a brochure." Quote "a 12-page A4 saddle-stitched brochure, one concept, two revision rounds."
- Unlimited revisions. Name the number and what a round means.
- Sending files to print without written approval. Get a signed or written proof approval for every print piece.
- Paying the printer out of your own pocket. Collect enough deposit to cover outlays.
- Silent on source files. Decide before the project, not when the client asks at the end.
FAQ
Q: What goes in a graphic design proposal?
The project summary, a deliverables table listing each piece with its format, size and quantity, the number of initial concepts, revision rounds, print or production details, timeline, fee, payment schedule and the files the client will receive.
Q: How many concepts should a graphic designer offer?
Two or three initial directions is typical. More concepts usually means less depth in each, and clients find it harder to choose. Price extra concepts as an add-on.
Q: Should I include printing costs in my design proposal?
Quote design and print separately. Either the client pays the printer directly, or you manage print as a clearly marked pass-through cost plus a management fee. Mixing them hides your design fee.
Q: Do I have to hand over source files?
Only if the proposal says so. Many designers deliver final exports by default and offer editable source files as an add-on or on full payment. State it before work starts to avoid an argument at the end.
Q: How do I charge for resizing a design into extra formats?
List adaptations as their own line, with a per-size price. A poster, then five social sizes, then a banner is real work, and clients often assume resizing is free. More on this in the solutions page for graphic designers.