Painting Proposal Sample PDF (2023): Download Free Template

Estimate your jobs fast and accurately

George Leon | Updated April 1, 2023

A painting proposal is a document that lists the costs of your services, terms and conditions, and what you can do to solve your client’s problems. A good template helps you win painting contracts and secure long-term painting projects. 

Sounds like hard work? We’ve got you covered! 

We developed a free painting proposal sample PDF that you can easily edit to estimate painting jobs accurately. 

FreeDocs – Estimate: Painting

This article explains why an estimate template is crucial for every painting business and the essential parts of a winning sample painting proposal. 

Benefits of a Painting Proposal Template 

It Streamlines the Process of Creating Tailor-Made Proposals. 

A professional template helps you create an excellent proposal without wasting time and effort. 

A customizable template document makes it easy to: 

  • Convey your expertise and prove that you’re the best choice. 
  • Summarize the painting scope of work and materials to get the job done. 
  • List all necessary costs to complete the painting project. 
  • Explain specific terms and conditions to ensure a clear process from start to finish. 

It Helps You Stand Out From Competitors. 

A well-thought-out painting estimate template shows your prospective clients that you take what you do seriously and you’re ready to go the extra mile to put together a personalized proposal. 

You don’t want to simply provide a rough painting estimate, which could lead to clients judging your painting services based on cost rather than value. 

You want to highlight the importance of your services and what makes you better than the competition. 

Check out our painting proposal sample PDF, which is downloadable as a Google sheet and easy to edit directly and convert into a PDF.

Painting Estimate Header 

The header is the first part of a winning painting proposal. This is where you provide basic information about your painting company, the client, the painting project, and the estimate. 

Add your logo to the upper-right corner to give your estimate a more professional look. 

A painting estimate header should include the following details: 

Client Details (Where to Send the Estimate) 

  • Full Name
  • Billing Address
  • Email Address
  • Contact Number

Project Information (Where to Perform the Work)

  • Site of the Painting Project

Your Painting Company’s Details

  • Full Name of the Business Owner/Estimator
  • Your Company’s Name
  • Your Email Address
  • Your Contact Number

Project Details 

  • Job ID
  • Estimate Date
  • Estimate’s Expiration Date
  • Project Start Date 
  • Approximate Completion Date

Take a look at our sample painting estimate header: 

Project Overview 

A project overview summarizes the painting project according to your observations when you visited the site and the goals and expectations the client provided. 

Write two to three paragraphs concisely describing the project. Provide an estimated timeline, letting the client know how long it will likely take to get the job done. 

While a project overview is optional, this section helps clarify the work you need to do and sets clear expectations. You’ll increase your chances of impressing your client and securing the project when you include a project overview in your proposal. 

Quick tips: 

  • Talk about the main problems the client wants to be solved, like getting rid of old, peeling paint and enhancing curb appeal. 
  • Explain how you’re going to solve the issues and what the final results will look like. You could mention how quality paint will help protect the property from the elements for years to come. 

Check out this sample project overview: 

Company Overview

This is another optional part of a painting estimate that can help you stand out against competing bidders. 

In a company overview, you put your painting firm in the limelight and explain exactly why you’re the best choice for the job. 

Quick tips: 

  • Start by expressing your appreciation to the client for considering your painting services. 
  • Highlight the key benefits the client will get from hiring you. For example, you can pinpoint the use of premium products to ensure exceptional durability, stunning finish, and resistance to the elements. 
  • Tell the client about specific processes you implement to achieve outstanding results, like the extensive prep work you do for a smooth, flawless finish.  
  • Assure the client you have a team of certified, experienced, and skilled painters and modern equipment to get the job done properly. 

Interior Painting Estimate

An interior painting estimate focuses on the price involved in painting the interiors of a house. 

Our sample interior painting proposal features six columns: 

  • Room
  • Walls
  • Trim
  • Ceiling
  • Quantity
  • Subtotal

In the interior painting estimate sample below, we specified the cost of prepping and painting every room, including the walls, trim, and ceiling. 

You may add general notes, like charging an extra fee for painting interior doors or adding a separate line item for pantries and laundry rooms. 

Exterior Painting Estimate

An exterior painting estimate covers the costs of providing labor and materials to clean, prep, and paint a home’s exterior. 

Our exterior painting estimate sample includes the following details: 

  • Component
  • Notes 
  • Measurement
  • Quantity
  • Rate
  • Subtotal

Under the “Component” column are parts like siding, eaves, trim around openings, doors, and shutters that usually require painting when performing an exterior paint contract. 

Beside this column, you can write notes about every component based on your observations during your on-site visit. For example, you can describe if certain parts are in good condition or if they show some peeling. 

Our painting estimate sample includes the particular measurement type for each component, such as square feet and linear feet. 

Determine the quantity of every component and the cost involved to prep, fix, and paint it. Then, multiply the quantity by the rate to get the subtotal cost of each component. Finally, you’ll get the total painting estimate by adding all subtotal costs. 

Terms and Conditions

While a painting estimate is not yet binding, it helps to add terms and conditions to avoid unwanted surprises down the road. Your client will have a clear understanding of payment terms and how quotes may change if there are new requests. 

Our painting proposal sample PDF includes general painting contract terms and conditions that specifically apply to painting work. Simply tweak it to fit your current painting project. 

Here are some key details included in our painting proposal template’s terms and conditions: 

Work Completion

Let the client know that they will be required to inspect the completed work and sign off upon successful completion. You can add a deadline, such as 48 hours, to prevent payment delays and ensure you can move on smoothly to your next project. 

If the customer fails to inspect the work within the deadline properly, you may state that they can no longer request touchups or warranty work until they pay the balance in full.

You could also mention any previously agreed exceptions, such as if the client will be on a business trip and won’t return until days after completing the painting project. 

Payment Terms 

Clients are typically required to pay the final balance amount in full once they receive the invoice. 

State any payment conditions, especially if there will be additional costs after a written change order if the client alters the scope of the project. Costs will be added as an extra charge on top of the estimate, and they will include any hidden damages discovered during the painting project. 

Work Quality 

A painting contractor’s terms and conditions should cover expectations on the quality of work. Our painting estimate template defines what kind of painted finish the contractor will produce and how the client can determine if the contractor provided the expected result. 


Tell the client that your team won’t be responsible for relocating valuable possessions, like televisions and refrigerators. If the customer wants you to handle these items, it’s important to clarify that you won’t be held responsible for any unexpected damage when moving the items. 

Our sample painting proposal also mentions the use of low to mid-tack painter’s tape for floor protection. Any floor damage during the painting project indicates an improper floor finish that won’t be the contractor’s liability.  

Provide a Warranty to Seal the Deal 

Offering a warranty is an excellent way to stand behind your work and show that you’re ready to go above and beyond to ensure customer satisfaction. Include a warranty to increase confidence in your painting company and give your client peace of mind. 

Be clear with what the warranty covers. Painting contractor warranties typically cover workmanship defects and do not include issues like severe weather conditions and damage caused by the customer after work completion. 

Final Thoughts 

Painting estimates vary in style depending on the scope of your project. With the help of our sample painting proposal template, it will now be easier for you to craft well-written, personalized estimates that close sales and give your painting business a competitive edge. 

You can also check out our list of best apps for painting contractors to find apps that automated your proposal writing process.

Download our painting proposal sample PDF to have in handy whenever you need a clear, thorough estimate for a painting project. 

FreeDocs – Estimate: Painting


What’s the next step after creating a painting proposal?

The next step after creating a professional painting proposal is to deliver it on the spot and review it with your client. Avoid sending an email proposal. Personally submitting your proposal allows you to answer questions and impress the client. Have a strong close when presenting your proposal.

How do I respond when a client requests changes after I submit a painting proposal?

Clarify any requested changes with the client, ensuring mutual agreement. Update your proposal to reflect the revisions and confirm the client’s acceptance by obtaining their signature.

Written by George Leon

George Leon

George Leon is a Managing Partner at Scalebloom. He used to be a partner at a painting company in Charlotte NC. George loves to help business owners scale their business with modern marketing strategies and branding.