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Electrical Proposal Template
Built for Lighting Retrofits.

A free, filled-in electrical proposal template for a commercial LED retrofit, as an editable Word file. Every section a client expects, and the savings math shown line by line. Plus how LumaQuote builds the same proposal from your audit, with no numbers to retype.

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Free plan: 3 proposals, no credit card  ·  PDF + Word export  ·  US and Canada utility rates built in

Northbeam Electrical

Licensed Electrical Contractor

Cover Letter

Scope of Work

Energy Savings

Fixture Schedule

Rebates

Installation Costs

10-Yr Cash Flow

Terms & Conditions

Acceptance

LIGHTING RETROFIT PROPOSAL

LED Lighting Upgrade
Proposal

Prepared for: Harbor Business Center

October 2026  ·  Proposal LQ-EX-1008

$6,350 Annual Savings

3.53 yrs Payback Period

70% Less Energy

42,332 kWh Saved/yr

Export as: · PDF · Word · CSV · Generated by LumaQuote

Free download

Download the electrical proposal template.

A complete 5-page lighting retrofit proposal for a fictional office and warehouse: scope, controls by area, itemized pricing, savings by area, payback, 10-year cash flow, terms and signature. See how each section is written, then replace the sample with your own project.

Lighting Retrofit Proposal Template

Word (.docx) · 5 pages · USD

• Opens in Microsoft Word or Google Docs, fully editable
• Scope, itemized pricing, savings by area, payback and 10-year cash flow
• Sales tax line you set for the project's state
• Permit allowance, retainage wording and a signature block

Download the Word Template

The sample uses 92 fixtures, $0.15/kWh and no rebate. Replace every sample input and recalculate before you send it. Need the audit first? Start with the free lighting audit checklist and the Excel lighting audit template.

Template structure

What every electrical proposal needs.

A lighting retrofit proposal is more than a price list. Here is the complete structure, and what each section has to say to win the job.

01

Cover Page

Your company name, logo, license number, project name, client name, date and proposal number. It sets the tone before the client reads a single number.

LumaQuoteFilled from the Setup tab. Upload your logo once and it goes on every proposal.

02

Cover Letter

A short letter that frames the opportunity: why this retrofit makes sense for this building, what the client gains, and the next step.

AILumaQuote drafts it from your project data. Edit it before you export, and it flags numbers that no longer match.

03

Scope of Work

Exactly what you will do: fixture replacement by area, disposal, mounting, wiring changes if any, controls setup, and what is explicitly out of scope.

LumaQuoteDriven by the Audit and Retrofit tabs. Every area listed, every fixture type documented.

04

Fixture Schedule

Line by line: existing fixture, proposed LED, quantity, wattage and unit cost. The inventory your client and their accountant will check.

LumaQuoteBuilt from the audit, so it matches every other number in the proposal.

05

Energy Savings Analysis

Existing kWh/yr against proposed kWh/yr, and the annual dollar savings, broken down by area and fixture type instead of hidden in one total.

LumaQuoteCalculated live. Existing, LED only and LED + controls shown separately.

06

Rebates & Incentives

Per-fixture rebate amounts, the utility program name, and how the rebate lowers the net cost and the payback. Often the number that closes the deal.

LumaQuoteProgram name filled in by region. Per-fixture amounts stay editable.

07

Payback & 10-Year Cash Flow

Simple payback, first-year return and a year-by-year table of cumulative savings over 10 years. It turns a cost into an investment.

LumaQuotePayback, first-year ROI and the 10-year table come from your numbers.

08

Terms & Conditions

Payment terms, warranty, exclusions, change orders, and what happens when site conditions differ from the audit. It protects you.

AISave your default terms once, or have LumaQuote draft them. Edit to match your company policy.

09

Acceptance & Signature

Client name, signature line, date and project authorization. Every proposal needs a clear, specific place for the client to say yes.

LumaQuoteIncluded in both the PDF and the Word export. The Word file stays fully editable.

Customize the template

Set it up once.

A template becomes your proposal when three things are in place: your company name and license number, your logo, and your default payment and warranty terms. LumaQuote stores them in the Setup tab and applies them to every proposal.

For each project you add the client, the facility and the utility region. The savings, fixture schedule, rebates and payback calculate from what you entered in the audit.

Company name, logo, license number: set once

Default terms and warranty language: stored in Setup

Utility region: sets the rate, CO2 factor and rebate program

Per project: client name, address, proposal number

Cover letter: drafted from your project data, then edited by you

Setup · Branding · Defaults

Company Name

Northbeam Electrical

License #

EC-204891

Utility Region

Ontario, $0.13/kWh Filled in

Rebate Program

Save on Energy Filled in

Default Warranty

5 years on LED fixtures

Your Logo

Appears on every proposal cover

Template vs software

When a template is enough, and when it is not.

Word Template

Works well for small, simple jobs.

Single area, one fixture type

Quick, rough estimate

Client needs a one-pager only

Multiple areas or zones

Mixed fixture types with different wattages

Rebate calculations per fixture

Controls layer needed

Payback table or 10-year cash flow that updates

Every number traceable to the audit

Revision after a site revisit

LumaQuote

Built for real commercial projects.

Any number of areas and fixture types

kWh/yr calculated live, no formulas to build

Per-fixture rebate amounts with the program name

Controls layer: LED only and LED + controls side by side

Payback, first-year ROI and 10-year cash flow calculated

Assumptions section, so every number is traceable

Change a number and everything updates

PDF + Word export in one click

Cover letter drafted from your project data

Why lighting retrofits are different

A generic template can't do this.

Lighting retrofit proposals carry math that a generic electrical proposal template leaves out, and that math is what the client needs to say yes.

Savings broken down by area

Clients want to see that the warehouse saves $5,062 a year and the offices $543, not one total they can't trace. LumaQuote breaks savings down by area and fixture type.

Rebate-adjusted payback

Gross cost minus rebates is the net investment, and payback should be based on it, not on the gross. Getting this wrong makes the numbers misleading. LumaQuote handles it.

LED only vs LED + controls

Controls add savings and cost. The client needs both scenarios side by side before deciding. LumaQuote's Controls tab keeps them separate, and controls stay optional.

10-year cash flow table

Year 1 to Year 10: cumulative savings, net position and the break-even year. It turns a cost into an investment, and LumaQuote builds it from the audit.

Environmental impact

CO2 avoided in tonnes per year, with equivalent trees and cars off the road. Municipalities and institutions often need it for their own reporting.

Full assumptions section

Utility rate, hours, days per year, CO2 factor, rebate program and installation basis. When a client questions a number, you can show exactly where it came from.

What the finished proposal looks like

The output a template can't produce on its own.

LumaQuote Proposal

Westfield Manufacturing Inc.

Cover Page

Cover Letter AI

Executive Summary

Energy Savings Analysis

Fixture Schedule (48 items)

Controls Opportunity

Rebates (utility program)

Installation Cost Breakdown

Payback & 10-Yr Cash Flow

CO2 Impact

Assumptions

Terms & Conditions AI

Acceptance / Signature

Export PDF Export Word

Executive Summary

$7,820

Annual Energy Savings

$31,400

Gross Project Cost

$4,800

Utility Rebate

$26,600

Net Investment

3.4 yrs

Simple Payback

29%

First-Year ROI

10-Year Cumulative Savings (net investment $26,600)

Y1 $7.8k Y2 $15.6k Y3 $23.5k Y4 $31.3k, paid back Y5 $39.1k Y10 $78.2k

Comparison

LumaQuote vs a Word template vs SnapCount.

Feature LumaQuote Word Template SnapCount

Proposal structure · Built from the audit · You fill it in · ✓

Energy savings calculations · ✓ Live · You calculate · ✓

Per-fixture rebates · ✓ Per fixture · You calculate · Not documented

10-year cash flow table · ✓ Calculated · You build it · Not documented

Controls savings layer · ✓ Separate tab · Not included · Bundled

Word (.docx) proposal · ✓ Included · It is the Word file · Not documented

US and Canada utility rates · ✓ Built in · You enter them · Not documented

Cover letter draft · ✓ From your data · You write it · Not documented

Published price · Free, then $99/mo or $899/yr · Free · Not published

SnapCount details are from the vendor's own website, checked July 2026. For five tools side by side, see the lighting audit software comparison.

Common questions

Electrical proposal template FAQ.

What should an electrical proposal template include?

A cover page, a short cover letter, the scope of work, a fixture or materials schedule, itemized pricing with tax, the project timeline, exclusions, payment and change terms, warranty, and a signature block. A lighting retrofit proposal also needs the energy savings by area, the payback period, any rebates, a 10-year cash flow and the assumptions behind every number.

Is there a free electrical proposal template?

Yes. Download it on this page as an editable Word file. It is a complete 5-page lighting retrofit proposal in USD, with sales tax on materials, filled in with a fictional project so you can see what each section should say before you replace the numbers with yours.

How do I calculate savings and payback in a lighting retrofit proposal?

For each line: existing watts × quantity × hours per year ÷ 1,000 gives existing kWh. Do the same with the LED watts, subtract, and multiply the kWh saved by the energy rate. Simple payback is the project cost divided by the yearly savings. In the US sample, 42,332 kWh saved × $0.15 = $6,349.82 a year, and $22,401.40 ÷ $6,349.82 = 3.53 years.

Should the payback include sales tax or HST?

Use the cost the client will actually pay. The template includes tax in the upfront cost, which is the conservative choice. In Canada, a business that recovers HST through input tax credits has a lower real cost, so you can show payback on the pre-tax price as long as you say so. US sales tax rules for construction work vary by state, so set the rate and the taxable lines for the project.

What format should an electrical proposal be in?

Send a PDF: it looks the same on every device and cannot be changed by accident. Keep a Word version for editing and for clients who want to mark up the terms. LumaQuote exports both from the same project, so the two never disagree.

How is a lighting retrofit proposal different from a general electrical proposal?

A general electrical proposal sells the work. A lighting retrofit proposal also has to sell the return: energy saved per area, the payback period, rebates, the 10-year cash flow and the CO2 avoided. Those numbers depend on per-fixture math, which is where a filled-in template most often goes wrong.

Does LumaQuote work for contractors in the US and Canada?

Yes. Pick the state, province or region and the utility rate, CO2 factor and rebate program name fill in. Check them against the client's bill. Proposals export as PDF and Word, with the existing, LED only and LED plus controls scenarios kept separate.

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