A contractor proposal checklist for the final review

First pass: can the client recognize their job?

Check the recipient, business name, site and project title. Look for details carried over from another job. Then read only the summary and scope. A client should understand the outcome and the boundaries of the work without needing the price table to explain them.

• Do the room names, areas, measurements and quantities match your notes?
• Are supplied materials distinguished from work the client must arrange?
• Are optional items clearly separated from included work?
• Are important exclusions stated where the client will see them?

Second pass: does every price have a clear basis?

Recalculate quantities multiplied by unit prices, then the subtotal and final payable amount. Confirm the currency. Look for package prices that already include an item charged again on a separate line. Check that discounts and any applicable tax are represented consistently, not described one way and calculated another.

• Label an allowance as an allowance, not a confirmed purchase price.
• Check whether optional work contributes to the displayed total.
• If you chose a percentage deposit, verify both its calculation base and displayed amount.
• After editing a price, recheck any amount mentioned elsewhere in the text.

Third pass: find accidental commitments

Read the timeline and terms slowly. Is a completion date confirmed, or does it depend on access, materials or another contractor? Are revision rounds, warranties, cleanup and permits included because you chose them, or because a template or draft added them? Remove unsupported promises and ask for clarification when necessary.

Fourth pass: review what the recipient will actually receive

Open the client preview and the downloaded PDF, not just the editor. Check the logo, line wrapping, tables and page breaks. Make sure the contact details are correct and the next step is understandable. If you use an expiring link, ensure the client has enough time to review and save the document.

• Read the PDF at a comfortable size on a phone as well as a computer.
• Confirm the email recipient before sending.
• Download your own final copy for your records.
• Keep client details out of public demonstrations and screenshots.

Resolve an inconsistency before you send

Suppose the summary says “walls and ceiling,” but your estimate covers only walls. Do not leave both versions and hope the client understands. Either include and price the ceiling intentionally or correct the summary. The same rule applies to quantities, products and dates. A short, consistent offer is easier to review than a longer document containing contradictory details.