Knowing who your client is, including their stake in the property and goals for the inspection, is key to providing a winning proposal. Some clients may be new to the process and need more guidance on what the inspection includes and excludes. Others may have prior experience, specific concerns, or may be collecting quotes to determine who best meets all their needs. Understanding their background and objectives allows you to clearly explain your services align your communication and pricing accordingly.
The following list outlines elements that may be included in a written proposal. Most of this information is gathered from the proposal request form if the inquiry came in online, or from a call sheet if it was taken over the phone. Additional details are compiled through preliminary research on the subject property and any conversations you’ve had with the prospective client.
1.Introduction: The introduction is a great opportunity to present yourself, your firm, and your team. It’s the first impression you make in writing and is often built from boilerplate text and graphics. Consider the following:
a. create a compelling reason for them to hire you;
b. customize your proposal based on the prospective client by adjusting the language and highlighting different aspects (i.e., you may approach an investor differently than a potential tenant);
c. remember that your proposal functions as both a sales tool and a service agreement.;
2. Property Address & Building Description: Describe the type of building. Include the size of the building in square footage. Break out the different spaces, such as office and warehouse, finished or unfinished, and any other distinguishing features to help accurately describe the building, including specific building components and systems. Include the known structural characteristics, such as masonry, frame, steel, stucco, etc.
3. Standards of Practice: This is where inspectors should prominently state that the inspection is performed in accordance with the ComSOP. Since it is of particular interest to clients, the inspector may choose to include a copy of the ComSOP or the most relevant portions, such as the procedure (research, walk-through survey, written report), the items to be inspected and not inspected, and the limitations and exclusions of the inspection.
4. Scope of Work: Reiterate the agreed-upon scope of work, inspection objective or focal point, or use this section to list any items that fall outside the baseline scope of an inspection performed in accordance with the ComSOP, such as:
a. an ancillary service;
b. additional inspection items (excluded from the ComSOP);
c. excluded inspection items (excluded from the ComSOP);
d. reassignment of research responsibilities; and/or
e. an inspection focal point. This could be a specific building system or component.
5. Fees & Retainers: The commercial property inspection fee should reflect the work outlined in both the ComSOP and Scope of Work sections. For larger projects, it is customary to collect a retainer when the job is scheduled. In some cases, final payment may take several weeks, particularly for large inspections. Inspection firms may have different thresholds for when to require a retainer. Consider also including accepted payment methods, instructions, and a clear payment schedule. Ideally, the retainer is collected when the proposal is signed.
6. Establish Your Delivery Timeframe & Method: Let the client know when the report will be delivered to them. Generally, it is a timeframe, rather than an exact date. At this point, the inspector should know exactly how long it will take them to thoroughly inspect the property and create the report, along with how long it will take for the consultants’ reports to be completed, and the efforts necessary to fulfill all of the processes agreed to in the proposal. Therefore, you can be fairly certain when the report will be ready. The inspector should also communicate the method by which the final report will be delivered.
7. Create an Expiration Date: Unlike residential real estate transactions that typically have a brief window for the inspection to be completed, the window for a commercial inspection may be as long as six months. Given that this timeframe may be longer, you should impose an expiration date. This allows the proposal to include some flexibility. The inspection fee could even fluctuate seasonally. The inspector does not have to be locked into a set price for the whole six months. Many firms apply a 30-day time limit.
8. Acceptance: The client’s acceptance is the final piece of the proposal. Key aspects for review can be noted, including fees, services, contacts, retainers, and scheduled dates. There should be a signature line for the client to indicate their acceptance. Some inspectors choose to combine their proposal with the inspection agreement to streamline the process and move forward more quickly.
9. Ancillary Services, Tiered or Bundled Pricing, & Fees: To help prospective clients make decisions more easily, some inspectors include a sheet outlining optional ancillary services that can be added to the inspection, such as a cost-to-cure report or an accessibility assessment. Others offer tiered pricing options to accommodate different budgets and levels of service, such as a full building inspection, an MEP-only inspection, or a walk-through consultation without a written report. This strategy can be especially useful when working with clients who are primarily focused on price. Tiered pricing may also be used to bundle ancillary services you believe are a good fit for the project.
Additional Consideration
Your proposal is more than a formality. It’s a sales tool. Consider adding a sample proposal to your website to showcase your services and help prospective clients understand that inspections are custom-quoted and pricing is provided through a formal proposal process. The more you share about your process upfront, from pricing and proposals to booking, payment, performing the inspection, and delivering the report, the better.
Make it compelling and professional, but avoid overwhelming the client with too much information that may cause them to lose interest. Keep it focused and easy to navigate. The content, tone, and presentation should reflect an understanding of who your client is and what matters to them. You may choose to use a single proposal template for all situations, or create variations tailored to different client types, property types, or inspection scopes. Either way, the goal is the same: present your services and company in a way that builds trust and supports the client’s decision to move forward.
Regardless of your approach, the goal is the same: present your services and company in a way that builds trust, supports the client’s decision to move forward, and clearly communicates what is being provided for the price.
You can also use the proposals you send to prospective clients as a tool for identifying areas of improvement. If you’re sending out a lot of proposals but not landing the jobs, ask yourself what might need to be improved or adjusted. If you’re consistently winning multi-family inspections but not restaurants, consider what that might be telling you about your messaging, pricing, or scope presentation. This is referred to as a proposal win/loss analysis.
Sample Template: Commercial Property Inspection Proposal
Once the client accepts the proposal, the commercial property inspector should move forward with scheduling the appointment and coordinating access to the property. If not already included with the proposal, the inspector may also send the inspection agreement, any pre-inspection questionnaires, and a request to speak with the person most familiar with the property or to review any relevant documentation.
→ Download Proposal Templates and Pre-Inspection Documents
The Golden Rule: Unfortunately, the company that comes in second place in winning a job doesn’t see any return from the time invested in drafting a proposal. Thus, be wise and efficient with your time and effort.
Online Courses for Understanding Clients and Crafting Winning Proposals
There are many methodologies and strategies when it comes to pricing and proposals. Consider the following courses if you’re looking to refine your process, improve your proposal win rate, and strengthen your communication by using effective sales techniques and speaking your prospects’ language.
→ Pricing and Proposals for Securing the Job Fast-Track Course
→ How to Determine Commercial Inspection Prices and Write Proposals Online Course
→ Path to Winning Commercial Clients Fast-Track Course
→ Understanding Commercial Property Inspection Client Types Online Course
→ Optimizing Sales Funnel Efficiency and Removing Customer Friction Online Course