An employer proposal outline you can copy

A good employer proposal fits on two pages and answers the questions the employer will ask before they sign: what employees get, what it costs, how enrollment works, how billing works and what happens next. Copy the outline below and fill in your own details.

Page one: what they get

1. A short opening. One paragraph on who you are, where you are and why you're writing to this employer.
2. What the membership includes. Visits, access by phone or text, appointment times, any included labs or procedures.
3. What it doesn't include. Specialists, hospital care, imaging, and anything billed separately. Say how extras are priced and who pays. Here's how to handle extras.
4. Who can enroll. Employees, and whether spouses and children can join.
5. How employees start. Sign-up steps and how soon they can book a first visit.

Page two: the business terms

1. Price. Per employee per month, and per dependent if they're separate. Show a yearly total for the expected enrollment.
2. Enrollment. Any minimum, and when people can join or leave. Here's how to think about minimums.
3. Billing. Monthly invoice date, payment due date, and how you'd like to be paid.
4. The employee list. Who sends it and by what day each month.
5. Reporting. A quarterly summary with totals only, never individual health information.
6. Term. Start date, length and renewal.
7. Next steps. What you need from them to start, and by when.

Example price line

In a made-up example: "$70 per enrolled employee per month. $35 per enrolled dependent. Based on 30 employees and 10 dependents, about $2,450 a month, or $29,400 a year."

Check the math twice. A wrong total in a proposal is the first thing an employer remembers.

What to leave out

• Savings promises you can't source.
• Your costs and margins.
• Legal terms. Those belong in the contract, reviewed by your attorney.

What I'd do this week

• Fill in this outline once with your standard terms.
• Have someone outside the practice read it and tell you what's unclear.
• Save it as a template, so each new proposal takes minutes.

Common questions

Is a proposal a contract?
No. It describes the offer. The contract sets the binding terms, and your attorney should review it.

Should the proposal have an expiration date?
Yes. A line saying the pricing holds for 30 or 60 days keeps an old quote from coming back a year later.

Should I include testimonials?
Only real ones, with permission. A short quote from a current employer client helps more than a long list.