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The Bid Document Template

How to use this

Do not start with the price. Start with the boundary around the price.

1. Name the drawings, walk-through, or written request you priced from.
2. Write the scope so someone outside your company can check the completed work against it.
3. State what is included, what is excluded, and what you assumed.
4. Build the number in your internal worksheet. Put the customer-facing price here.
5. Read the finished document once as if you were looking for free work hidden inside it.

If a field does not apply, write Not applicable or remove it. A blank field looks unfinished.

[YOUR COMPANY NAME]
License #[________] · [phone] · [email] · [website]

BID / PROPOSAL — [PROJECT NAME]

A bid without an expiration date is an open-ended option you gave away for free.

1 · Basis of bid

This proposal is based on the following information:

• Drawing set: [name / number], dated [date], revision [revision]
• Specifications: [section / date / not provided]
• Addenda: [numbers / dates / none received]
• Site walk: [date / not performed]
• Written scope or customer request: [document / email / date]

Anything received after the date above is outside this price until reviewed in writing.

2 · Scope of work

Write quantity first where a quantity matters. Use direct scope language: what will be provided, installed, removed, relocated, tested, or labeled.

Synthetic example: (6) New branch circuits will be provided and installed from the designated panel to the equipment locations shown on the bid drawings. Replace this with the actual job. Do not borrow the example when the job is different.

3 · Inclusions

List the items that are easy to assume incorrectly.

• Labor, supervision, and ordinary installation equipment for the stated scope
• [permits / inspections / engineering / testing, only when actually included]
• [specific equipment or material included]
• [specific closeout documents included]
• [other]

4 · Clarifications and assumptions

Every assumption should be something you can point to later.

• Work will be performed during [normal business hours / stated schedule].
• Site access will be available [days / hours / restrictions].
• Existing conditions are assumed to be [describe what was visible or represented].
• Shutdowns and outages will be coordinated by [party].
• Equipment and material supplied by others: [list].
• Temporary power, lifts, scaffolding, patching, painting, trenching, and restoration are

[included / excluded as specifically stated].

• [other job-specific assumption].

If an assumption changes, stop and price the change before the work moves forward.

5 · Exclusions

Keep only the exclusions that are true for this job. Add the ones that matter.

• Work not specifically described in the Scope of Work
• Utility-company fees or utility-company work
• Work by other trades
• Patching, painting, fireproofing, concrete, roofing, or finish restoration
• Hazardous-material identification, testing, or abatement
• Premium-time or overtime labor unless specifically included
• Concealed or unforeseen existing conditions
• Design, engineering, studies, or calculations unless specifically included
• [other]

6 · Alternates and allowances

Alternates do not become part of the base scope until accepted in writing.

7 · Price and payment

Base proposal: $[________]
[sales tax included / sales tax excluded / tax shown separately: $____]

Payment schedule:

• [deposit or mobilization]: [amount / percentage]
• [progress milestone]: [amount / percentage]
• [substantial completion]: [amount / percentage]
• [final completion / closeout]: [amount / percentage]

Your internal worksheet should retain labor hours, loaded labor rate, material, subcontractor, permit, equipment, overhead, and margin assumptions. The customer does not need your entire worksheet. You do need it when the next bid comes in.

8 · Schedule and changes

• Anticipated start: [date / number of days after written notice]
• Anticipated duration: [duration], subject to [access / material / inspection constraints]
• Changes to the stated scope require written authorization before the changed work begins.
• Schedule impacts caused by changed scope, delayed access, or late information will be reviewed

with the corresponding price impact.

9 · Permits and inspection

Permit and inspection requirements are set by the local authority having jurisdiction. Confirm the actual requirements before issuing the proposal.

10 · Acceptance

Accepted scope and price: [base proposal plus accepted alternates]

Customer / authorized representative: ______________________________
Signature: ______________________________ Date: ____________________
Printed name and title: _____________________________________________

Final check before sending

• ☐ Project and customer are identified correctly
• ☐ Drawing dates, revisions, and addenda match the files priced
• ☐ Scope quantities and locations are stated
• ☐ Inclusions, assumptions, and exclusions agree with each other
• ☐ Price, tax treatment, payment schedule, and expiration date are complete
• ☐ Permit and inspection responsibility is assigned
• ☐ No blank brackets or instruction text remain
• ☐ The document says exactly what you intend to provide, nothing more and nothing less