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What's in This Template?

  • The best way to position yourself as the ideal choice in a competitive market for IT projects
  • Simple bullet list layout that helps prospects quickly understand current IT challenges and how you can help them
  • Example pricing content that shows how to communicate the value as an IT consultant
  • And more!

What is an IT Consulting Proposal?

A solid IT consulting proposal walks a fine line between completeness and simplicity.

Your proposal should provide the prospective client with a full picture of what you intend to do, from discovery all the way to final sign-off. All anticipated questions should be answered, so that the prospect is ready to say ‘Yes!’ by the time they finish reading.

At the same time, simplicity is key. Use regular English rather than IT jargon. Boil down each step to its most vital elements. Don’t overwhelm the prospect.

This balancing act might seem difficult, but don’t worry: we’ve got an IT consulting proposal template that will make the whole process as easy as possible.

The Standard Elements and Structure of an IT Consulting Proposal

Of course, every client and situation comes with its own special challenges. But one of the great things about IT consulting is that the discovery of the particular issues is part of the process you’re being hired for.

This means that, unless the prospect already has a specific problem they want addressed, you can use a fairly standardized approach to every proposal. Similar to a good business plan, here’s no need to reinvent the wheel.

Elements common to the most successful sales proposals for a consultant include:

  • Executive Summary - A high-level, one-page overview of the entire project. Often necessary for bigger clients who require executive approval for the proposal to move forward.
  • Business Goals - All kinds of different businesses use IT. Your IT consulting services might be similar, but they’ll address different strategic goals according to the business you’re serving.
  • Scope - What are you offering to do? Also, to avoid mission creep, what are you not offering to do?
  • Timeline - A detailed breakdown of what you intend to do, when each element will occur, and who will be responsible. Show the prospect you’ve got it all planned out.
  • Requirements - What access and contact will you need from the client? This a key section of your consulting agreement. It’s also the place to give your fee and payment terms.
  • Who Are We? - What is your organization? Give your credentials, list team members, and previous respected clients.
  • Case Study - Show how your IT consulting services have helped another client in the past.
  • Next Steps / CTA - Make it clear to new clients how they can move forward. Include who to contact, and their information.
  • Legal Terms - Essentially the contract section of your proposal.

Things You’ll Need From The Prospect Before You Begin Your IT Consulting Proposal

Even though the starting elements of an IT consultancy can be very similar from job to job, you don’t want your proposal to look cookie cutter.

Get yourself noticed by tailoring the proposal to the prospects specific needs. For that, you’ll need to get some information from the client before you begin writing.

Here are some specific questions to ask:

  • Is the prospect looking to fix an already-identified IT problem, or just looking for an outside assessment and optimization of current IT systems?
  • What are the business goals, and how do IT operations work into that strategy?
  • Which members of senior management will be involved in this project? Are there third parties (or partners) we will need to work with?
  • How big is the client’s existing IT infrastructure, what new systems will be involved, and what are its broad technical specifications?
  • Is the client interested in an ongoing IT management retainer, or just a one-shot assessment and optimization?

What To Avoid In Your Proposal

Missteps in the proposal process can confuse clients, or invite communication problems down the road. Here are some common issues:

Focus on IT Services Rather Than Business Goals

If you couch your proposal in IT-specific terminology, only IT professionals will be able understand it. Even if your prospect contact is familiar with IT concepts, there’s a good chance others in the approval process are not.

Make your proposal client-specific by tying your services back to their business goals, to show how your services will improve their bottom line.

Fuzzy Review Scheduling

Regular review is an integral part of consultancy. Even if there are direct services you undertake, your major role is informing the client when there is a better way.

In your timeline, establish a very specific weekly or monthly review session. Note who will be involved, what will be discussed, and what quantifiable KPIs will be used to measure success.

Inviting Mission Creep

The prospect must know, in no uncertain terms, what you are offering to do.

They should also understand what you don’t do.

Make the scope of your consultancy very clear. If there are direct services or areas of discussion that your agency does not undertake, list them. Firmly establish the boundaries of the project, so that they don’t expand as the consultancy progresses.

Vague Timeline

The timeline should be as complete as possible, and include specific services and meetings, dates, and personnel involved.

Already having a complete and established timeline does two things.

First, it shows the prospect that you know what you’re doing. It establishes your seriousness and competency.

Second, it makes it very easy for the client to say ‘Yes.’ They know that you’ve got it figured out already, and they don’t have to dedicate their own resources to extensive planning.

Additional Resources and Tools

Matthew Moran at Pearson IT Certification has an article detailing how to write a winning consultancy proposal. It mostly addresses high-level concepts for making your proposal more persuasive.

Michael Zipursky has a list of great consulting proposal tips written up on The tips address consulting in general rather than IT specifically, but they are all excellent for making your proposal effective and persuasive.

Ian Linton at Chron has written a simple outline for consulting proposals. Linton compresses only the most essential elements of a proposal into a very short, easily digestible article. Again, while the article is for general consulting proposals and not IT specific, there’s a lot of very relevant material.

Preview: IT Consulting Proposal Template

IT Consulting Proposal Template Cover Image

Goals and Objectives

Goals and Adjectives

In today’s competitive market, {client_name} needs to leverage the latest technology to expand and protect its business without breaking the bank. {client_name} needs a comprehensive infrastructure and security solution to:

  • Increase productivity and workforce flexibility while minimizing costs
  • Protect its business against sophisticated new security threats
  • Make the most of its technology investments to set itself up for long-term growth

If {client_name} doesn’t invest in an infrastructure and security solution tailored to meet its unique needs, it will spend unnecessary resources on inefficient technology and put itself at risk for security breaches.

Meeting {client_name}’s IT Needs

Meeting IT Needs

{my_company}’s infrastructure and security consulting services will deliver the following results for {client_name}:

  • Designed and deployed a customized infrastructure – We’ll design an infrastructure for you that will let you take charge of your IT costs, boost your system security, and help your business better serve your customers.
  • Strengthened security – As technology becomes increasingly complex, so do security threats. We’ll assess your current security measures and upgrade your security to protect your business against dangerous risks. We’ll work with you to ensure that the security measures we implement comply with any regulatory requirements relevant to your business.
  • Ongoing infrastructure management – Even the most elegant IT infrastructure can become a burden if you’re forced to manage it. That’s why we offer ongoing infrastructure management services. We take responsibility for the end-to-end function, which gives you peace of mind and frees up time and energy to grow your business.

Our Recommendations

To meet {client_name}’s goals, as outlined above, we recommend the following services as part of this project:

Customized Infrastructure Creation and Development

A customized IT infrastructure puts you in the best position for future growth. {my_company} will start with a comprehensive review of your current business processes and application portfolio. Then, relying on our expertise and firsthand observations, we'll develop and implement an infrastructure that reduces costs, boosts productivity, and accomplishes your unique goals.

Security Analysis and Upgrade

{my_company} will analyze {client_name}’s current security measures and identify any areas that can be improved. Then {my_company} will design and deploy new security measures specially designed to integrate seamlessly into {client_name}'s IT infrastructure. These security measures will protect {client_name} against malicious threats and keep {client_name}'s business running smoothly.

Ongoing Infrastructure Management

After designing {client_name}'s security upgrades and integrating them into {client_name}'s infrastructure, {my_company} will continue to manage {client_name}'s infrastructure. This will free up time for {client_name} to focus on scaling its business without worrying about technical details along the way.

Increasing Security, Technological Capability, and Profits Solution
  • Infrastructure analysis and improvement – We’ll start by looking at your current IT infrastructure to figure out what’s working well and what can be improved. Then, keeping cost and your unique business goals in mind, we’ll design and deploy an infrastructure to put you in the best place for sustained business growth.
  • Security upgrade development – We’ll take a look at how you’re handling your security now and come up with a comprehensive plan to upgrade it against the latest threats. Then we’ll design the necessary security functions and deploy them within your IT infrastructure.
  • Ongoing infrastructure management – Once we get your infrastructure and security upgraded, we’ll continue to manage it for you. This takes the burden off your back, helps ensure your technology continues to run smoothly, and gives you more time to focus on your business.
  • $18,230

Why Choose {my_company}?

{client_name} wants to excel in every aspect of its business, which means it will need to take advantage of the best technological tools available in order to gain an edge over its competitors. That’s why you want a company like {my_company} to provide you with a customized solution to maximize efficiency and security, minimize cost, and achieve your unique goals. Our expertise, resources, and attention to detail make us the ideal choice to meet {client_name}’s needs for an infrastructure and security solution. We’ll bring the following strengths to our work for {client_name}:

  • {my_company} only hires experienced IT professionalsEveryone we hire brings a wealth of IT experience to the table. This real-world knowledge gives us a unique perspective into the strategies that work and those that don’t; we want to share the most effective ones with you.
  • {my_company} creates a 100% custom solution for any problem – Our team provides a 100% unique, handcrafted solution to fit your specific IT needs. We won't design a new infrastructure from scratch; we'll take the system you have now and find cost-effective ways to make it more capable and secure.
  • {my_company} takes a holistic approach to IT and security We embrace a collaborative approach to meet your IT needs. That means we’ll work with you to get your input about business goals, special concerns, and how you envision your business in the future. We’ll take that input and turn it into a capable, cost-effective system that can grow with you.

Project Timeline

Should {client_name} choose {my_company} to execute this solution as proposed, our timeline for this project is as follows:

Phase Activities Completion
Discovery Analysis of {client_name}’s current IT infrastructure, security measures, and business goals. 04/15/XX
Upgraded Infrastructure and Security Design and Deployment Comprehensive strategy development to upgrade {client_name}’s infrastructure and security to improve efficiency, minimize costs, and protect {client_name}’s business against threats. 06/30/XX
Infrastructure Management {my_company} will continue to monitor {client_name}’s infrastructure, track its performance, and provide timely solutions should anything go wrong. N/A (ongoing)

Next Steps

To take advantage of this proposal and proceed with the project as outlined, {client_name}’s next steps must be to:

  • Accept the proposal as-is
  • Discuss desired changes with {my_company}
  • Finalize and sign the contract
  • Submit an initial payment of 50 percent of total project fee

Next Steps

Once completed, {my_company} will contact {client_name} to schedule a project launch meeting to make introductions and gather information before beginning the work.

We’re happy to make changes to project scope on {client_name}’s request at any time, but may be subject to additional billing.

Terms and Conditions

Once project fee is paid in full to {my_company}, any elements of text, graphics, photos, contents, trademarks, or other artwork furnished to {client_name} for inclusion in website are owned by {client_name}.

{my_company} assumes {client_name} has permission from the rightful owner to use any code, scripts, data, and reports are provided by {client_name} for inclusion in its materials, and will hold harmless, protect, and defend {my_company} from any claim or suit arising from the use of such work.

{my_company} retains the right to display graphics and other web content elements as examples of their work in their portfolio and as content features in other projects.

This agreement becomes effective only when signed by agents of {client_name} and {my_company}. Regardless of the place of signing of this agreement, {client_name} agrees that for purposes of venue, this contract was entered into in [STATE] and any dispute will be litigated or arbitrated in [STATE].

The agreement contained in this contract constitutes the sole agreement between {client_name} and the {my_company} regarding all items included in this agreement.