Key Takeaways:
- A video production proposal is essential for videographers, freelancers, or agency owners, as it can keep existing clients and build new ones.
- A solid video production proposal should have an impressive cover letter, an about us section, a creative approach, the scope of work, terms of agreement, pricing, and contact details.
- Avoid common and silly mistakes in your proposal to maintain professionalism and make you stand out.
In today’s day and age, video content has become a regular part of our daily lives, more like an absolute necessity. Video content is the “television” of the digital age. In the 20th century, TVs transformed how people consume news and entertainment in that era and today, video content is changing our engagement with online content in the same way. The Internet has become the singular point to engage audiences and deliver messages more effectively than traditional text.
As a marketer, freelancer, or business owner, you may have witnessed this rise in consumption of video content over the last few years. Reports suggest that almost one-third of all online activity is spent on watching content than simply reading it! In this fast-growing market, how your video looks and is produced is not only important but can also be game-changing.
Creating engaging and compelling videos involves immense creativity and a specific set of skills, patience, and planning. Video producers are therefore in high demand. This has created a huge market for freelancers and firms offering video production services.
However, there is also intense competition in the market for professional services. So, how do you stand out? A customized video production proposal is the answer! Apart from excellent skills, a proposal is a chance to make a great first impression. But how to write a video production proposal that can close any client? This blog will guide you on how to write a proposal that reflects the quality of your work and your strengths, without actually spending a lot of time on it.
What Is A Video Production Proposal?
A video production proposal is a document that outlines the plan, scope, and specifics of your video project and service that the client would be hiring you for. Your video production proposal is an example or pitch of your video production services, the contents of which are unlike most sales or business proposals. It would include your services, expectations, deliverables, cost, etc. This will ensure that both the client and the production team are on the same page.
Statistics report that in 2024, nine out of ten businesses use videos for marketing. As such, videographers are in high demand, making the space a competitive one. Gone are the days when videographers or producers could find work based on a simple proposal. Today’s market standards and demands are challenging. Clients require a detailed proposal for the job, along with information about the hidden costs, the time involved, etc.
Video marketing agencies, video content creators, video production agencies, and freelancers are expected to create professional proposals of this kind to demonstrate what they bring to the table and why they should choose you to fulfil their video production needs.
Pro Tip: Do you think a business plan and a business proposal are the same thing? Read the difference between a business plan and a business proposal article to gain more insights.
Why Do We Need A Video Production Proposal?
A good proposal will take your journey from a ‘business-seeker’ with video production skills to a ‘professional video maker.’ A video production proposal will:
- Improve Communication: A detailed proposal will facilitate communication between you and your customer, ensuring that everyone is on the same page from the initial stage.
- Maintain Professionalism: A polished proposal demonstrates your competence and positions you as a trustworthy partner.
- Manage Expectations: By clearly stating deliverables and dates, you may create reasonable expectations for both yourself and the customer.
- Showcase Your Creativity: A video production proposal is interesting since it allows you to present your creative ideas and distinctive approach.
- Help you secure clients: It provides clarity and openness by outlining the project's scope, timeframe, budget, and responsibilities, preventing future misunderstandings, and enhancing client relationships.
- Offer legal protection: A contractual agreement serves as a binding agreement that outlines the conditions, protecting both parties legally.
- Offer easy project management: Timeline adherence can be ensured and can be completed within the agreed timeframe if mentioned in the proposal. Read more about strategies for effective client project management.
- Highlight Successes: Apart from just letting your clients know about your past successes, a proposal will allow you to detail with case studies the success of your past work and can build credibility and trust with potential clients.
- Detail Technical Aspects: It will also give you an opportunity to clearly outline technical requirements, such as equipment, locations, and personnel, as well as clearly specify the budget and justify costs.
- Payment Schedule: Another advantage of a video production proposal is to create a payment schedule and automated billing system by defining milestones and terms. This will ensure that both you and the client are aware of payments, thereby reducing cash flow pressures for you.
Pro Tip: Small businesses may often need a helping hand while creating video production business proposal template. Check out the best proposal software for small businesses to learn how tools can be of help to you.
Components Of A Video Production Proposal
Many of you might have doubts about how to write a business proposal and what to include in it. A proposal convinces the clients that your work aligns with their needs, so it is essential to create a video production proposal that covers all the vital components. Here are some of them:
Executive Summary
An executive summary is an introduction to what you will be presenting in the proposal, and an overview of the company, which helps the client learn about your approach to their requirements. It also mentions the approach and methodology you will be following during the project timeline. Here are the things to include in an executive summary:
- Introduction: Briefly introduce the proposal and its purpose. Highlight your understanding of the client’s project or requirements.
- Company Overview: Provide a concise history of your company or yourself. Mention your core values and mission.
- Elevator Pitch: Give the client pointers as to why your company is the best fit for this project. Highlight your competitive advantages, unique selling points and why they should trust you with this project.
About Us
This is where the client can get to know you. You can tell them more about your work, as a firm or as an individual (if you’re a freelancer). This section is your chance to grab the client’s attention. So try to consolidate it into a crisp but impactful section. About us should include the following details.
- Company Background: Briefly describe your company's history and mission. Mention the core services you offer.
- Awards and Recognition: List any industry awards or recognitions you have received.
- Team Introduction: Introduce your team members and their roles. Highlight any notable achievements or qualifications.
Project Overview
This section should display that you can go deeper and beyond just understanding the client’s product or service. It may vary depending on how much information you have about the client’s proposed video project, your discovery calls, research, and the video production RFP. You can include
- Client’s Product/Service Understanding: Display your understanding of the client’s product or service.
- Project Goals: Outline the main objectives of the video project.
- Research Insights: Share insights from your discovery calls and research.
Project Procedure
This portion of a video production proposal details the stages and techniques you'll use to execute the job. It gives the client a clear understanding of how you will do visual project management from beginning to end, providing transparency and defining expectations. Here you can do the following.
- Understanding The Client's Needs: Summarize the client's product or service based on the discovery calls and research.
- Project Goals And Objectives: Clearly describe the objectives of the video project. Define the target audience and the intended impact of the video.
- Initial Concepts and Ideas: Share any initial concepts or ideas discussed with the client. Mention any specific requests or preferences from the client.
Creative Concept
This is the place where you can let your creativity shine. Outline your proposed video concept, including the styles you want to use, the tone you would like to focus on, and the key message that it aims to convey.
- Video Concept Outline: Describe the overall theme and style of the video. Mention the tone and key messages to be conveyed.
- Visual and Audio Elements: List the shooting equipment, lighting, and camera angles. Mention music, voiceovers, and sound effects to be used.
- Innovative Ideas: Propose unique or creative ideas that set your concept apart. Highlight how these ideas align with the client’s brand and goals.
Demo Reel
A demo reel is something most professional videographers are well-versed in. Creating a good demo reel, based on the limited information you know can be part of your video production proposal where your work speaks for itself. Presenting certain ideas based on your understanding of the client’s needs can either finalize your deal or make the client see your hard work and potential.
- Relevant Work Samples: Include links to or embedded videos of your past work. Choose samples that align with the client’s industry and project type.
- Client-Specific Concepts: Present ideas or scenes tailored to the client's needs. Highlight how these concepts demonstrate your understanding of their vision.
Scope of Work
Don’t shy away from being clear about the specific services in your project proposal outline. This could include the pre-production, production stages, and post-production work. Be transparent about what's included and any potential additional charges for extra services.
- Services Included: From pre-production to post-production, provide a list of all services you will offer in the project. Mention additional services such as scriptwriting, casting, or location scouting, if not mentioned in the primary list of services to be provided.
- Deliverables: On completion of the project, define what deliverables the client will receive such as a final video, other files, raw footage etc.
- Additional Charges: Outline clearly any potential extra costs for additional services or revisions in the proposed plan. Give the client a rate card or pricing structure, if applicable, to let them know that there are no hidden costs.
Timeline
For every stage of the project, present a realistic and detailed timeline, including an estimated completion date for drafts, revisions, and final delivery. This allows your client to plan accordingly and will demonstrate your professionalism.
- Project Milestones: Determine the key stages of your project and break them into parts (pre-production, production, and post-production). Provide estimated dates for completion of each stage.
- Draft and Revision Schedule: Include deadlines for submitting drafts and receiving client feedback. Mention the number of revisions included in the proposal.
- Final Delivery Date: Provide an estimated date for the final video delivery. Highlight any factors that could impact the timeline (e.g., client delays).
Budget
Being transparent here is key. Giving your client a comprehensive breakdown of your costs, including equipment rentals, labour work fees, editing time, and other relevant expenses will set realistic expectations. This will ensure that the client knows the costs of the work they expect from you.
- Cost Breakdown: Itemize all costs, including equipment rentals, labor fees, and editing time. Include additional expenses, such as travel or special effects.
- Payment Schedule: Outline the payment terms and schedule (e.g., deposit, milestone payments, final payment).
- Total Project Cost: Provide the total estimated cost for the project. Highlight any cost-saving measures or discounts offered.
Pro Tip: If you are billing a client for the first time, here is some guidance on how to bill a new client for the first time.
Client Responsibilities
Outline what is expected and required from the client. This includes providing content such as logos and scripts, approving drafts on time, meeting deadlines, etc. Clear communication from the beginning helps avoid potential roadblocks.
- Content Provision: List the content the client needs to provide (e.g., logos, scripts, brand guidelines). Specify deadlines for submitting this content.
- Approval Process: Outline the process for approving drafts and revisions. Mention the importance of timely feedback to stay on schedule.
- Communication: Highlight the need for clear and prompt communication. Provide preferred methods of communication and response times.
Also Read: Softwares can be of great help while collaborating with clients. To know the best software on the market, read this article on the top 10 client collaboration software.
E-Signature
An e-sign option not only saves time and money but also provides easy functionality within the video production proposal. It can be a great turning point for you if you have impressed the client by now. Learn more tips to choose an e-signature tool.
- E-Signature Option: Include an electronic signature option for your client. Mentioning the benefits of using e-signatures (e.g., time-saving, convenience) can be beneficial.
- Authorization and Agreement: Provide your client a statement to authorize the project and agree to the terms discussed. Include sections for the client’s name, date, and signature.
Terms and Conditions
This part of a video production proposal is essential as it establishes the legal and operational foundation for the project you will be undertaking. To ensure that all parties understand their responsibilities and rights, this section would define the norms, obligations, and expectations of both, the production business and the client.
- Cancellation Policy: Specify to the client what the cancellation policy will be and any applicable fees.
- Revisions: Detail the number of revisions included and the process for additional revisions.
How To Write A Video Production Proposal?
With several pre-defined outlines and a dozen free video production proposal templates available on the internet, you may be wondering what will make you stand out from the crowd. Here are the steps on how to write a video production proposal that will make you shine.
Step 1: Do Your Homework
Before you create a video production proposal sample pdf ensure that you have researched enough about the clients. This is your chance to dig deeper into the client's target audience, and their brand voice, so you understand the desired impact of the video.
- Research Client’s Needs: Understand the client's target audience, brand voice, and project goals.
- Display Understanding: Show how your proposal aligns with their vision and budget.
- Personalize the Proposal: Demonstrate how your insights into their needs shape your approach.
Understanding their goals, vision and budget beforehand, take notes and display this grasping of their needs in the proposal.
Step 2: Develop a Unique Concept:
Steer away from generic solutions. Chances are the client has met some competitors before you or plans to meet some after you, so your concept needs to stand out to them.
- Create Unique Ideas: Develop a concept that differentiates you from competitors.
- Align with Client’s Goals: Ensure your concept addresses their specific project needs and target audience.
- Showcase Creativity: Highlight how your innovative approach can achieve their desired impact.
Tailoring your ideas to address the specific project and resonate with the client's target audience can make you more desirable to them.
Step 3: Detailed Structure is Key
Organize your proposal logically, following the framework mentioned above. Use clear headings, bullet points, and visuals (charts, graphs) to enhance readability and make it easy for the client to navigate. In your scope of work, mention clearly what would be included in every process.
- Logical Organization: Use headings and bullet points for clarity.
- Detailed Scope: Clearly outline what is included in each production phase.
- Enhance Readability: Incorporate visuals to make the proposal easy to navigate.
Step 4: Add Your Portfolio
Giving samples of your other work or projects can give the client a peak into your creative concepts and the outcomes your team is capable of producing, Equip this section with neat accordion buttons and let the video links be embedded within a video title.
- Showcase Work Samples: Include relevant examples of your previous projects.
- Make It Accessible: Use embedded links or buttons for easy navigation.
- Customize Portfolio: Tailor the samples to align with the client’s project and needs.
This will make it easier for the client to go through your video content without having to open links to find what interests them in your work.
Step 5: Tailor Your Approach: Customization is key because a one-size-fits-all proposal won't work with most clients. There’s a chance they know the standard video production proposal sample and will reject it if it isn’t suited to their needs. Adapt your language and tone to fit the client's brand voice and professional tone.
- Personalize Content: Adjust language and tone to match the client’s brand.
- Demonstrate Understanding: Reflect your knowledge of their needs in the proposal.
- Show Commitment: Indicate your investment in their project’s success.
This shows them that you've invested time in understanding their world and will do so in the project too.
Step 6: Proofread and Edit
Nothing screams more unprofessional than a video production proposal with typos and grammatical errors. Proofread your brief thoroughly, consider running it by a colleague or peer for review or a fresh perspective, and avoid repetitions.
- Proofread Thoroughly: Check for typos and grammatical errors.
- Seek Feedback: Get a colleague’s review for a fresh perspective.
- Ensure Professionalism: Avoid repetitions and ensure a clean, polished appearance.
A polished proposal creates a positive first impression.
Also Read: Writing a business proposal is a task that requires knowledge, time, and effort. To make this process easier, get to know the 7 Steps to Write a Stellar Business Proposal.
Free Video Production Proposal Template
If you want to save time, we have a ready-made template that can do the job of drafting the terms, making a visually appealing proposal deck, and still letting you do customizations.
We suggest you try Cone’s Video Production Contract Template as you can enhance your proposal creation process with this curated template designed to serve your needs.
It covers all the important aspects, to ensure that you don’t have to go through the tedious process of writing a fresh video production proposal every time. Whether it is a new client or an ongoing one, we believe that Cone’s video production proposal template would be a perfect fit to highlight what you do best, while letting you do other important tasks, such as e-signatures, invoice automation, payments, and contract renewals.
7 Mistakes To Avoid When Writing A Video Production Proposal
Here are some mistakes common in most video production proposals that you may want to look out for.
- No Personalization: Avoid using cookie-cutter templates for every client. Create each proposal in a way that it caters to the specific needs, goals, and main points of the individual client.
- Ignoring Client Requirements: Missing the mark by not addressing all aspects of the client's requirements. It can further lead to ignoring specific instructions given in the proposal request.
- Overemphasis on Self: Don’t focus on yourself and miss the client. Avoid making the freelancer proposal all about you. Instead, focus on what value and solutions you can provide to the client.
- Unclear Call-to-Action: Missing a clear call-to-action can leave the client unsure about the next steps. It can lead them to be suspicious about potentially delaying or stalling the decision-making process.
- Neglecting Follow-Up: Another important thing is failing to follow up after submitting a freelance proposal. It can result in missing further opportunities and good feedback. A polite follow-up shows professionalism and eagerness.
- Overwhelming Detail: Long, overly detailed freelance proposals can overwhelm clients. Keep it concise while covering all necessary information.
- Not Using Software: Proposal and invoicing software like Cone provides you with templates and other tools to tailor proposals to meet the specific needs of each client. Not using such software can result in an unnecessary and exhausting process
Also Read: While so many softwares are available in the internet which one can you choose? Here is a guide to choosing the Best Proposal Automation Solution in 2024.
Why Choose Cone’s Proposal Software?
Cone Proposal and Billing Software is for those seeking a comprehensive and efficient platform to streamline their proposal, invoicing, and payment processes. With its impressive features and user-friendly interface, Cone offers business owners a range of benefits that make it the best proposal software for their profession.
Along with a video production contract template, it also offers you several other services, making it a one-stop solution for your business needs.
Cone can significantly reduce your manual work, saving businesses over 40 hours per month and boosting revenue by an impressive 27%. With a free tier tailored to the needs of small to medium businesses, it empowers professionals to focus on core services while also automating administrative tasks.
Best Features
Flexible Editor: Cone’s flexible proposal editor allows business owners to create stunning proposals tailored to their client's needs.
Template Library: The extensive library of premium proposal templates provides a solid foundation, while the fully customizable options ensure that every proposal reflects a unique style and brand. Some popular templates include:
Freelance Design Proposal Template
You can customize these templates with your company’s colors, logo, and branding elements. And the exciting news is that Cone provides all these templates for free!
E-Signs: Cone allows you to integrate legally binding e-signatures from multiple people directly into your video production proposals. This feature is optimized for all devices, making it easy for clients to review and sign documents.
Cost-Effective Solution: Unlike competitors like Ignition and GoProposal, which cost $70-$100 per user per month, Cone offers its full range of services for just $8 per user per month. This makes Cone a budget-friendly option for small accounting firms looking to improve their operations without spending too much.
User-Friendly UI: Cone's UI is straightforward and simple to use. This helps the teams to start using the proposal software immediately with minimal training.
Streamlined Invoicing: Cone automates your payment cycle, including payment plans, invoicing, and reminders. It supports various payment methods, including direct debit/ACH and credit/debit cards.
Sales Pipeline Management: In addition to proposal generation and billing, Cone offers sales pipeline management solutions. These capabilities enable you to nurture leads, track opportunities, and convert prospects into satisfied customers, thereby boosting your total business growth.
With its features designed to save time, boost revenue, and enhance professionalism, Cone is the best proposal software for small businesses as it lets you focus on your core services while leaving the administrative burdens to automation.
Key Features:
- CRM and sales pipeline management.
- Flexible editor to build proposals to meet any needs.
- Automated Invoicing eliminates the risk of missing invoices.
- Seamless payment experience with extensive payment options, including direct debits, credit and debit cards, and ACH payment methods.
- Robust billing software.
- Automated renewal processes.
- Integrations with accounting software.
Price:
Cone offers two paid plans to users:
- Essential: $11 per user/month OR $8 per user/month billed annually
- Growth: $15 per user/month OR $10 per user/month billed annually
It's the best choice when it comes to the price and value it offers.
Sign up today and try for free!
Create A Lasting Impression
Writing a great video production proposal is about more than just your videography skills. It is about a pitch you make to the client, where you show them your skills, your services, your ideas and your first impression of them. Each client is unique, as are their videography requirements. Think about the sigh of relief - both you and your client will feel when you give a crystal-clear proposal that accurately reflects your value.
A good video production proposal template will save you time and ensure that your work aligns well with each client as per their needs. You can try free software like Cone for free templates and see the difference it can make in your business operations. So don't let pricing hurdles hold your business back. Try Cone's free template today and step up your game!
FAQs
- What is a Video Production Proposal?
A Video Production Proposal outlines the terms, conditions, and scope of services for an engagement. It serves as a legally binding agreement between a videographer, marketing agency or production house and their client.
- How should I write a Video Production Contract?
A contract for videographer services can be written from scratch or use software like Cone Proposal and Billing Software. Try considering things like the scope of services, payment terms, confidentiality agreement etc while drafting this contract.
- How to write a video production proposal?
A video production proposal can be written from scratch. It should cover executive summary, client overview, case studies and pricing information. Also, a proposal software like Cone can be used for proposal writing.
- What is a legal contract for a videographer?
A legal contract for a videographer outlines the terms, conditions, and scope of videography services. It ensures that both, the videographer and client are aware of the deliverables and their responsibilities. It also serves as legal protection for the videographer.
- What all should be included in a video production contract?
A video production contract should include
- About us
- Selected work
- Testimonials
- Scope of Services
- Event Details
- Payment Terms
- Term and Termination
- Confidentiality and Privacy
- Responsibilities of Each Party
- Contact Details
- How can I ensure that my proposal stands out to clients?
Proposal that talks about precisely addressing the clients need mostly stand out from the crowd. Try to clearly articulate your methodolagy and approach to work. Professional formatting and clear, concise language also help.
- How do you write a production proposal?
Start with a summary of the project, outline goals, budget, and timeline. Describe your approach, team, and previous work. Include terms, deliverables, and a clear call-to-action.
- How to write a video editing proposal?
Detail the editing services you offer, including timelines and cost. Explain your editing process, how you handle revisions, and provide examples of past work. Ensure clarity on deliverables and deadlines.
- How to write a proposal for a film project?
Outline the film's concept, goals, and target audience. Include a detailed budget, timeline, and production plan. Describe your team, previous projects, and explain how the project meets the client’s needs.