Writing a Painting Proposal Letter [with Sample]

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A painting proposal letter is intended to offer painting services for a particular job. If the customer is smart, they will look for bids from several painters for their project and select the one that gives the best value for money.

The best way for a painter to win the job is to:

  1. Thoroughly understand the work that is required
  2. Give a cost estimate and, ideally, promise to stick to it without added costs at the end of the project
  3. Give an accurate-as-possible estimate on the amount of time the job will take
  4. Give license details that show they can do city-approved work

The proposal letter is the painting contractor’s chance to clearly express why their company is the right one for the job. 

They can give information about their experience in successfully completing similar jobs as well as a list of employees and their qualifications such as licenses and certificates.

Do Not Overstate Qualifications

It is not recommended for painting businesses to overstate their qualifications in order to present themselves as more competent than they are. The truth will come out in the end.

The cost proposal is generally given on a separate page and may be itemized with the cost of materials, labor and any subcontractors the painting contractor is planning to use.

project experience

Project experience is the main selling point for the painting contractor. This is the reason a person or business will be attracted to one contractor over another.

For example, if the contractor is making a proposal to a municipal or other government agency for painting services, they should not only include their experience with the specific painting services but also their experience working with government agencies.

type of Project

The letter should differentiate between residential and commercial projects. If they are bidding for a commercial project such as all the painting in a housing development, they need to show that they have experience in such large projects and can handle the job.

Along with experience, they need to show that they have the qualified personnel to handle a large project. This is not the place to state that they can fix a blocked kitchen sink.

Private individual

On the other hand, if the project is for a private individual, the letter doesn’t need to go into all the huge commercial projects they have done. The proposal letter should focus on the required job.

The painting company should double-check every detail of the proposal before submitting it. The price of the services should be in line with the company’s financial goals. People will pay for high-quality work, thus giving a low estimate for a job that will lose money is not in the company’s best interest.

Customer Service Is Paramount

Today, customer service is paramount. Any painting company can have good and bad testimonials posted on the Internet from customers. 

For this reason, and for the integrity of the company, they should keep any promises they make in a proposal and not change prices or timing at the end. This is the best way to lose customers and get bad testimonials.

Here is a sample painting proposal letter. It is for a general painting contract for an apartment building, but can be modified for individual residential use. 

It should be written in formal business-style and be sent by certified mail, so the sender is sure that the proposal was received.

Sample Painting Proposal Letter

Steve Jordan
Jordan Painting Company
124 Copper Street
Philadelphia, PA, 19145

May 23, 2022

ABC Apartment Complex
123 Apartment Road
Philadelphia, PA, 19145

RE: Apartment Complex Painting Services

Dear Name of Manager:

This letter is intended to formally propose painting services for the ABC Apartment Complex.

For the past 25 years, we have successfully maintained painting services in more than 10 apartment complexes in Philadelphia, and we would be pleased to provide references from our customers.

When compared to calling a painter every time there is a problem, a painting maintenance contract from us can save you a lot of money.

It also relieves you of the burden of obligation. On labor, we offer a 90-day warranty.

I have included a copy of the standard contract that gives an estimate for the cost. However, it can be modified to your specific requirements.

I would be happy to talk to you about our services and answer any questions. I can be reached at [575-123-4567] or at [steve@email.com].


Steve Jordan
Jordan Painting Company
List Of Enclosures: Copy Of Standard Contract

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