IT services proposal template

A small office buying IT support wants a fixed monthly price and a named person to call. This template prices the service in four lines: a one-off onboarding that documents everything, monitoring and patching for a set number of devices, helpdesk support with a stated response time, and a quarterly backup and security review. The client can see what the fee covers and what falls outside it.

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What your client receives

This is the page your client opens from your email, drawn exactly as PropoBox sends it. Your name, logo and client replace the placeholders; the prices are examples to replace with your own.

Your Studio

Proposal

Managed IT services

Prepared for Client company

Day-to-day IT for your team: devices kept updated and secure, problems fixed quickly, and a named contact who knows your setup, for a fixed monthly price.

Proposal no.: PROP-SAMPLE
Issued: October 25, 2026
Valid until: November 8, 2026
Delivery: November 15, 2026
Total: $2,550

Prepared by

Your Studio

Your name

you@example.com

Prepared for

Client company

Client name

client@example.com

Services and pricing

Onboarding and documentation (one-off)
An inventory of devices, accounts and licences, a security baseline, a backup check and a written IT runbook.
$1,200
Monitoring and patching, up to 15 devices (per month)
Remote monitoring, operating system and software updates, endpoint protection and a monthly health summary.
$450
Helpdesk support (per month)
Email and phone support on business days, first response within 4 business hours, remote fixes included.
$600
Backup and security review (per quarter)
A restore test of your backups, a review of user access and multi-factor settings, and a short report.
$300

Total$2,550

Terms

Payment: The onboarding fee is due on acceptance. Monthly fees are billed in advance. 12 month term, then rolling with 60 days notice.
Revisions: Support requests are handled within the response times above. Project work such as a migration or a new office is quoted separately.
Additional terms: Microsoft 365, Google Workspace and other software licenses are billed at cost. Hardware is quoted separately. Response times apply on business days to requests received during support hours. Covered devices are listed in the runbook.

How to scope and price it

State the device count, up to 15 here, in the monitoring line. When the office grows, the price changes by a rule the client has already seen.
Give a response time and say it applies on business days. A response time is a promise, so word it carefully and keep it.
Charge for onboarding. Documenting the inventory, accounts and backups is real work, and it is what makes the monthly service run smoothly.
Quote projects such as migrations and office moves separately. They are not part of a monthly fee, and saying so avoids a dispute.

The terms, and why

A twelve-month term is common for managed IT, because onboarding is front-loaded. The sixty-day notice afterward gives both sides time to adjust. Passing software licenses through at cost keeps the monthly price stable when license prices move.

Payment: The onboarding fee is due on acceptance. Monthly fees are billed in advance. 12 month term, then rolling with 60 days notice.
Revisions: Support requests are handled within the response times above. Project work such as a migration or a new office is quoted separately.