Asking for payment is never easy.
As designers, we love our industry and could happily spend hours creating. But as creatives, it doesn’t always feel natural to put a figure on our work. Fortunately, it’s standard to outline the scope of works from a client’s brief; from there, you present your deliverables and, of course, your fees.
Still, there’s always that worry: what if you’ve priced too high and face that agonising radio silence, waiting for a response? Or perhaps you’ve been in the position where you didn’t charge enough and have vowed to honour your worth next time.
You may have carefully outlined all of your deliverables, only to learn the hard way that you weren’t clear on the number of permitted revisions. It’s all too easy to drift into scope creep, where a project gradually grows beyond what was initially agreed upon. Before you know it, you’re caught in a cycle of endless revisions and extra tasks, turning a once-exciting project into one you wish you’d never taken on.
Spending time perfecting your fee proposal process is truly time well spent. So, without further ado, we’d like to share what we’ve learned - the key do’s and don’ts we’ve gathered along the way.
Misconceptions
So, what should you include (and leave out) in your fee proposal? Admittedly, exploring the endless resources online can be a bit overwhelming. Some templates suggest including a mood board to win the client over, whist others recommend a simple one-page document listing furniture requirements. But to us, these approaches can feel either overly complex or too assuming, too early on.
For real-world support and standards in the UK, we respect the work of organisations like the British Institute of Interior Design (BIID) and the Royal Institute of British Architects (RIBA), which help uphold quality and professionalism across the industry.
Through our own research and hands-on experience, we’ve developed our best tips to help you create a fee proposal that’s clear, practical, and makes the right impression from the start.
Step by step
It is no secret that following a formula enhances effectiveness and speed. Here are the steps you should include before sending out your letter of agreement.
The Brief
An overall view of everything you know and understand about the project thus far.
Services
Itemise each of your deliverables, specifying when each will be delivered, in what sequence, and the number of changes or revisions permitted for each stage.
Billing
How and when you will be sending your client an invoice.
Communication
How they can contact you and what to expect.
Acceptance
This is typically signed along with a legally binding contract.
What you must include
Communication
Provide your potential client with a clear, easy-to-read document that outlines exactly what’s included in your fee and when each deliverable will be completed. This helps ensure they fully understand your services, setting clear expectations from the start and avoiding any misunderstandings along the way.
Jargon
Use minimal industry jargon. Your client may have never worked with an interior designer before, so they’re unlikely to be familiar with the terms and phrases we commonly use. Keeping your language simple and clear will make their interior design journey as smooth and enjoyable as possible.
Beautifully designed
Many fee proposals can be quite dry, so having one that feels polished and visually engaging can make all the difference. An impressive, beautifully designed proposal not only excites the client but also reinforces your professionalism and attention to detail.
The Brief
Give a breakdown of the brief as you understand it thus far. This may change and so may your fees and timescales, so a clearly written brief will address this early on.
Loose ends
Include the number of permitted changes and time scales for client decisions. Avoid long delays by ensuring the project remains on track and a caveat for incurred fees should this happen.
Expiry
Be sure to include a time limit on your quote. If a potential client returns in six months or a year, your design fees and terms may have changed significantly, and you don’t want to be bound to outdated rates or conditions.
What we recommend you don’t do
Making assumptions
Don’t be tempted to share your concept ideas in the fee proposal. Putting together a successful concept takes a lot of research. If you try to rush this stage without understanding your client's preferences, lifestyle and use of the space, how can you be sure you are going to hit the brief?
Simplistic
Although we avoid jargon, being too simplistic leaves this project wide open for misconceptions and scope creep.
Cookie cutter approach
Every client wants to feel individual, valued and understood. Whilst we use a standard document as our template, we carefully take time to personalise this according to our client brief.
Delay
After our consultation, we agree on a specific date to provide our fee proposal – and we stick to it. We know no one wants the hassle of chasing down a quote, so we aim to deliver this within a set number of hours or days following our meeting.
No follow up
Don’t be left wondering what a client thought of your fee proposal or if they’re planning to book. Instead, set up a follow-up call at a specific date and time before sending it over. This way, you’ll have a dedicated moment to address any questions, and you won’t be left waiting for a response.
Creating a clear, standard fee proposal may feel time-consuming, but it truly pays off in the long run. By removing the guesswork, you’ll enjoy more predictable outcomes and create a smoother experience for your clients, saving time and resources on both sides.
If you’d like extra guidance, we offer a fee proposal template with a workshop showing how we use it in our own studio and tips on adapting it for your own. You can find it in our shop here.
