How to Write Wedding Vendor Proposals and Quotations in Singapore

A couple has enquired, shared their wedding plans and discussed your services. Your proposal should now answer three questions: what are you recommending, what will it cost, and how do they proceed?

A beautiful document cannot compensate for unclear coverage, missing charges or an unexplained booking process.

This applies across Singapore’s wedding industry, from venues and bridal boutiques to florists, makeup artists, planners, entertainers, caterers, transport providers, photographers and videographers.

Your quotation should also feel consistent with the information couples first discovered on Aven.wedding. When your marketplace listing explains your prices and services clearly, the proposal can build on that understanding.

For the wider sales process, read our guide to converting wedding enquiries into bookings.

For your workflow, think of the proposal as the explanation of your recommendation and the quotation as its scope and price breakdown.

The proposal explains:

• What the couple wants to achieve.
• Which service or package you recommend.
• Why it suits their wedding.
• Relevant examples of your work.

The quotation sets out:

• The services, quantities and deliverables.
• Included and excluded items.
• Prices and applicable charges.
• Payment milestones.
• Validity and booking steps.

You can combine both into one document. For straightforward enquiries, a concise quotation with a short recommendation may be enough.

Choose a format that helps the couple review the decision without searching across several attachments.

Before quoting, confirm the details that materially affect your work:

• Wedding date and relevant service times.
• Venue and number of locations.
• Guest count or service quantity.
• Main priorities and preferred style.
• Required deliverables.
• Budget for your service category.
• Venue restrictions or outstanding decisions.

Identify assumptions explicitly. If the venue is unconfirmed, explain which transport, access or installation costs still need checking.

Avoid presenting an estimate based on incomplete information as a fully confirmed total.

Our guides to qualifying wedding enquiries and running a wedding vendor consultation explain how to gather this brief.

Start with a short summary that connects your recommendation to their priorities.

For example:

“Based on your ceremony and dinner at one venue, we recommend the package below with one installation and a coordinated teardown. It covers your ceremony backdrop and reception tables within the access window discussed.”

Or:

“Based on your morning preparations and evening reception, we recommend the bridal service with an evening touch-up. Services for family members are listed separately so you can decide how many to include.”

Personalisation should explain the service choice. Repeating the couple’s names throughout a generic brochure adds little value.

Keep the recommendation focused and support it with a small selection of relevant portfolio examples.

Terms such as “full service” or “complete package” need concrete explanations.

State the limits that affect price or expectations. Couples should be able to explain what they are buying after reading your quotation.

Make the recommended package easy to identify. Then list optional additions separately.

For each addition, explain:

• What it provides.
• Its price and pricing unit.
• Whether it changes staffing or timing.
• Whether it depends on availability.
• When the couple needs to decide.

An additional makeup service is clearer when priced per person. Entertainment overtime needs a defined time unit. Extra stationery requires a quantity and specification.

Do not mix unselected upgrades into the confirmed total.

If you offer alternatives, explain their practical differences. A smaller styling package might reduce the number of decorated areas; shorter coverage might omit a later event.

See our guides to wedding package structure and pricing vendor add-ons.

A starting price is useful during research. A personalised quotation should show what the agreed scope costs.

Use a simple breakdown:

Clearly label any unresolved estimate or conditional charge. Explain what would trigger a revision.

For GST-registered businesses, IRAS generally requires public prices and written or verbal quotations to include GST. Where both inclusive and exclusive prices appear, the inclusive price must be at least as prominent. Qualifying hotels and F&B establishments imposing service charge have a specific exception.

Refer to IRAS guidance on displaying and quoting prices.

Give couples a total they can understand and use when tracking their wedding budget on Aven.wedding.

Singapore wedding schedules can involve early preparations, multiple venues, restricted loading access and tight teardown windows.

Explain relevant charges before they become surprises:

• Early-start arrangements.
• Additional locations or trips.
• Extended service hours.
• Waiting time.
• Special delivery or collection arrangements.
• Venue access requirements.
• Equipment or staffing beyond the quoted scope.

Distinguish confirmed charges from possible future charges. If overtime is conditional, state the rate, charging unit and how an extension will be approved.

For installation work, identify any venue access assumptions that still need confirmation.

Read our guide to wedding vendor overtime and travel pricing for a more detailed approach.

List payment amounts and due dates or clearly defined milestones.

For example:

• Initial booking payment: S$[amount], due at [booking step].
• Second payment: S$[amount], due at [date or milestone].
• Remaining balance: S$[amount], due at [date or milestone].

Check that the instalments add up to the quoted total.

Explain how approved additions will be charged and where payment instructions are provided. Keep payment details consistent with your booking documentation.

Describe cancellation, postponement and refund arrangements clearly in the relevant terms. Do not leave couples to infer them from a payment label.

Aven.wedding gives couples a place to connect with vendors, enquire, make bookings and track budgets. Clear payment milestones help them plan the commitment alongside their other wedding expenses.

A quotation expiry date tells the couple how long the offered scope and price remain valid. It does not explain whether you have reserved their wedding date.

State both separately:

“Quotation valid until [date].”

“Availability checked on [date and time]. Your date is [not held / provisionally held until a stated deadline], subject to our booking process.”

Then explain the steps required to confirm the booking.

Use genuine deadlines and accurately describe any hold. Avoid implying that a date is reserved when you remain free to accept another booking.

If the quotation expires, review availability and relevant costs before issuing an updated version.

Yes, publish your prices on the Aven.wedding vendor marketplace.

Many couples need to research price and scope before deciding which vendors to contact. A clear package price, starting price or explained range helps them assess whether your services fit their plans.

Publishing on Aven.wedding creates another place for couples to discover your business and move from research to enquiry and booking.

For custom services, explain what the starting price covers and which factors change the final quotation. A florist might identify arrangement quantities; a caterer might explain guest-count assumptions; a planner might distinguish coordination from broader planning support.

Keep your marketplace information aligned with your current quotation templates.

Read our guide to publishing wedding vendor prices in Singapore.

Your proposal explains this couple’s booking. Your Aven.wedding profile gives them a place to review your wider business.

Maintain a profile with:

• A clear service description.
• Relevant portfolio work.
• Accurate package information.
• Published prices or explained starting prices.
• Useful service boundaries.
• A clear enquiry route.

Link to your actual vendor profile when sending the proposal. This helps couples revisit your work and share your business with their partner or family.

Aven.wedding brings vendor discovery, enquiries, bookings and budget tracking into the couple’s planning journey. Use that connection to make your business easier to research.

See our vendor profile guide for the information to prioritise.

Adapt this structure to your category and replace every placeholder before sending.

Proposal and quotation reference: [reference and version] Business: [business name and contact details] Prepared for: [couple’s names] Issued on: [date] Wedding date and venue: [details]

Your priorities [Brief summary of the couple’s requirements.]

Our recommendation [Recommended service and why it fits.]

Included scope [Specific services, quantities, hours, staffing and deliverables.]

Not included [Relevant exclusions.]

Price breakdown [Package, selected additions, applicable charges and total payable.]

Optional additions [Separate choices and prices, excluded from the total unless selected.]

Assumptions and outstanding details [Information still needed and how it may affect the quotation.]

Payment schedule [Amounts and due dates or milestones.]

Validity and availability [Quotation expiry, availability status and any genuine hold deadline.]

Booking steps and terms [Required actions and where the applicable terms are provided.]

Next step [One clear action and contact route.]

Portfolio and vendor profile [Relevant work and your actual Aven.wedding profile link.]

Keep the final document readable on a phone as well as a larger screen.

Give the couple a reason to open the document and a clear action afterwards.

“Hi [names], thank you for sharing your wedding plans.

Based on your priorities of [priority] and [priority], we recommend [service or package].

The attached quotation covers [brief scope]. The total payable for the quoted scope is S$[amount], with optional additions shown separately.

[Detail] remains to be confirmed and may affect [specific item].

The quotation is valid until [date]. Your wedding date is currently [accurate availability or hold status].

Please let us know whether the scope matches your plans or which item you would like to adjust. If you would like to proceed, the next step is [booking action].

You can also revisit our portfolio and package information here: [actual Aven.wedding profile link].”

Personalise the scope, amount and availability statement every time.

When couples request changes, issue an updated quotation showing the revised scope and total.

Use a reference such as:

“Quotation [reference], Version 2, issued [date].”

Explain what changed: fewer arrangements, another outfit, additional coverage, a different menu or revised guest numbers.

Identify which version supersedes the earlier quotation. Keep a record of the version the couple agreed to and document subsequent approved changes.

Avoid leaving a PDF, message thread and booking record with three different totals.

If the discussion centres on budget, use our guide to responding when a wedding package is too expensive.

Should every enquiry receive a custom proposal?

Use the level of detail the booking needs. A standard package may need a concise personalised quotation; complex planning, styling or venue requirements may need a fuller proposal.

Should prices be published if the final quote is customised?

Yes. Publish an accurate starting price or explained range on Aven.wedding, then confirm the final price against the couple’s brief.

Should I include every portfolio example?

Choose a few examples that support the recommendation. Link to your Aven.wedding profile for broader browsing.

Should I discount immediately if the couple hesitates?

First clarify whether the concern is price, scope, timing or uncertainty. A revised scope may suit them better than discounting the same workload.

Does sending a quotation confirm the booking?

Clearly describe your required booking steps, availability status and confirmation process so the couple understands what remains to be done.

Before sending, check that:

• The couple’s names, date and venue are correct.
• The recommendation reflects their brief.
• Scope, quantities and deliverables are specific.
• Inclusions and exclusions are visible.
• Optional additions are separate.
• The total and payment milestones reconcile.
• Conditional charges are explained.
• Quotation validity and availability are distinct.
• The document has a reference and version.
• The booking action is clear.
• Your Aven.wedding prices and profile information are current.

A clear proposal helps couples understand your value and decide with confidence.

Publish your services and prices on Aven.wedding, where couples can discover vendors, enquire, make bookings and track their wedding budgets.

Next, prepare for the questions couples ask wedding vendors.

For the full sales journey, revisit converting wedding enquiries into bookings. For the complete series, read The Complete Guide to Running and Growing a Wedding Business in Singapore.