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Writing proposals that get read

A proposal answers the community’s request in the community’s own terms. This page is guidance on what to put in one, and what to have on file before you send it.

Start with the request

This is guidance, not a rule. Read the whole request first. Boards write what they are worried about, and the proposal that answers those worries beats the longest one.

Match your scope to theirs line by line. Where you would do something differently, say so and say why, in a sentence.

How communities buy

Boards compare more than one proposal for long-term work, so yours will be read next to others. Some states set bidding rules for associations, and Florida is one example below.

  • CAI's HOAresources says associations get multiple bids to budget for long-range planning and to pick a contractor who can do the work within the specifications. Community Associations Institute (HOAresources), as of
  • CAI advises detailed bid specifications so all bidders are treated fairly. Community Associations Institute (HOAresources), as of
  • CAI says requiring three bids for every job is not always right; small jobs should not go out for multiple bids because preparing a bid costs the contractor. Community Associations Institute (HOAresources), as of
  • Florida requires an HOA to get competitive bids when a contract's payment exceeds 10 percent of the association's total annual budget, including reserves. It does not have to take the lowest bid. The statute lists exceptions, including employees, attorneys, accountants, managers, engineers and emergencies, and the association's own documents may set rules that are at least as strict. Florida Legislature, as of
  • Florida requires a condominium association to get competitive bids when a contract exceeds 5 percent of its total annual budget, including reserves, and does not require taking the lowest bid. Unit owners may opt out by a two-thirds vote, and the statute lists exceptions (certain professional services, emergencies, a sole local supplier). Florida Legislature, as of

What a strong proposal covers

The scope in plain words: what is included, and what is not.

The schedule: how often, which days, and the time window.

The number, broken out by service, with the unit and the quantity on each line so a board can see how you got there.

Who will be on site, and who they call when something goes wrong.

What you need from the community: access, keys, water, a place for supplies.

Your insurance and credentials, current and attached.

Where you write it

Answer an RFP in five steps: review the scope, plan the visits, add your line items, write your notes and review before you send.

Have your documents ready

Communities read your paperwork alongside your proposal. Keep it current and in one place.

  • Form W-9 is how a person gives their correct Taxpayer Identification Number (TIN) to someone who must report payments to the IRS on an information return. IRS, as of
  • A certificate of insurance is a document that provides information about insurance policies. ACORD, as of
  • A certificate generally lists one or more lines of insurance, the limits for those coverages, and the insurer. ACORD, as of
  • SBA tells businesses to check the Secretary of State's website to learn which state permits and licenses apply. SBA, as of

Certificates of insuranceExample documentsLicenses and certifications

Before you can propose

See requests from communities near you and propose with your documents already checked.

Each community sets its own insurance requirement when it writes an RFP, and your documents are checked against it before a proposal goes in.

Finding work on HOAcrew

What the community does with it

Compare proposals side by side, each with its documents already checked.

Each board member votes from their phone with their own ballot link.

The vendor you choose joins your approved vendors.

Keep reading

Finding work on HOAcrewFinding customersHow a porter company works

Submit application as vendor

Sources

  1. How Many Bids Should Your HOA Get for Contract Work? (published 2020-01-07) Community Associations Institute (HOAresources). As of .
  2. Fla. Stat. 720.3055 Contracts for products and services; in writing; bids; exceptions Florida Legislature. As of .
  3. Fla. Stat. 718.3026 Contracts for products and services; in writing; bids; exceptions Florida Legislature. As of .
  4. About Form W-9, Request for Taxpayer Identification Number and Certification Internal Revenue Service. As of .
  5. What is a Certificate of Insurance? (ACORD FAQ) ACORD. As of .
  6. Launch your business (SBA counseling guide; business-guide URLs redirect here) U.S. Small Business Administration. As of .

Official pages change. Each line shows the day we last read it.