Empowering business and people who drive it

Dear {{first_name}},

Thank you for contacting Your company name  and discussing your human resources vision with us.
We understand the challenges business your size are facing when it comes to handling day-to-day HR tasks.

This proposal outlines all the ways your business will benefit from the expertise and experience of Your company name without the cost of paying a full-time salary for an HR Consultant. 

Overview 

As we discussed during our conversation, you would like to outsource HR consulting services to a company that can help you to increase compliance, reduce cost, and defray risk. 
Our goal is to concentrate on having-your-back and giving you peace of mind by doing the following:

• Improving performance reviews
• Doing the process tracking
• Setting HR goals and objectives
• Guiding and helping in the hiring process
• Easing the paperwork burden
• Helping you train the team and increase the number of customers
• Providing consistency in process, ensuring there is no loss of time and lack of organization
• Ensuring progress measurement and monitoring

When faced with the same challenges, some companies decide on hiring an HR Consultant internally. As it definitely has it's benefits,  not all HR Consultants are knowledgeable in every area.

Your company name has a wide range of employees who are connected to the marketplace in many different ways and understand the latest trends and best practices. In short, at your disposal, you would have a whole HR department for less than a Consultant price. 

Introducing our specialized functions

As we brought to your attention during the meeting, you would have at your disposal a few of our employees with different areas of expertise. 

Our Recruitment specialist, trained in interviewing techniques, posting targeted job openings, and identifying required talent.

Health and safety specialist, that will help ensure your business complies with government wellness standards.

HR generalist, that can handle a variety of human resources functions, providing oversight in all departments, designing and implementing effective work programs.

Addressing the needs of your employees

You mentioned not having enough time to talk to each one of your employees about things like benefits, working schedules, and vacation time that will suit them. Your company name will provide you with insight on how your employees perform and think while maintaining an important source of support that your workers can rely on, especially for issues like workplace conflict, payroll mistakes, or safety hazards.

Avoiding the conflict of Interest

Our goal is to create a strategy whose direction will be similar to your own. Despite easing the burden of many business functions, gaining control of them can cause your company's direction to change. Therefore, all decisions we make will be a joint effort between you and the Your company name; we will create a common vision to ensure we are on the same page when it comes to internal versus external hiring, terminations, pay rates, and more.

Backing up your strategic plan

You pointed out your company possesses a strategy to reach the planned success vision. Your company name is qualified to effectively deal with business downturns requiring layoffs or the outsourcing of jobs, as well as making sure all the employees follow through with your strategic plan and help you to achieve the final goal with a minimum negative impact to your business. 

Dealing with a range of administrative tasks 

You mentioned dealing with an overload of administrative tasks, starting from employee's benefits to everything else. 

Your company name can save your organization time, not only by recruiting, interviewing, and hiring employees, but dealing with all the paperwork and administration that follows. 

Building and training your team  

Your company name will provide you with a full back up when it comes to building a functioning, happy workforce. This involves timely orientation and job training of new employees, regular performance appraisals and providing for employee involvement, including developing job perks and opportunities for team social gatherings. 

Risk management

I recall that during our meeting you mentioned not being completely familiar with employment law. Unfortunately, the business and work environment is full of potential legal entanglements and employee lawsuits. Your company name's experts can guide you through the employment law and minimize the risk of lawsuits and legal fees that follow it.

From our portfolio

A family-owned company specialized in HVAC services reached out to us for assistance in selecting technicians. They have been struggling to retain top employees so they contacted Your company name for guidance. 

The solution and the outcome

Your company name's Senior Human Resources Consultant helped the {{company_name}} develop a measurable methodology for scoring technicians, based on their relative contribution to the business across different dimensions, many of which are tied directly to increasing business value.

The ultimate goal was to select, develop, and retain top technicians by implementing incentive programs to drive further operational improvements and higher technician scores.  

With our help, the {{company_name}} is now analyzing turnover data and scoring trends to design an improved retention strategy.

A few words from John

“The challenge we kept facing was to recruit the right candidates for the company and get them to stay. Your company name's consultant approached to us personally and worked hard to figure out the problem. I was surprised to hear about some things my employees were struggling with. Thanks to Your company name, my people thrive, so my business does as well.”

- John |  HVAC company owner -

With Your company name  on your side, Human Resource strategies stay in focus and timely, while making sure you're avoiding any legal risks along the way.
Your company name can offer the best resources and referrals, as well as be by your side in situations when you are in way over your head.

Our price is based on the current plan and the starting point of your company and it includes everything we spoke about on our meeting and previous chapters of this proposal.

The number of hours we are suggesting monthly would be 60, with additional hours available if the need arises. 
Our rate is $35,00/per hour, which includes off-site support only.
Additional on-site support is available for $65,00/per hour.

"I am running an accounting business for the past six years and I have never experienced any significant HR issues. It all turned around when we had to terminate a contract with a problematic employee and no one knew how to handle it, which ended up costing the company a lot of money. Thankfully, we reached out to Your company name and because of all the good work they did, we now have an HR budget."

- Maya | Owner of an accounting company

Do business, not HR.

We understand that the time spent on managing HR responsibilities internally may not be the best use of your time, and can distract you from focusing on revenue generating activities. 

If you would like to enjoy the convenience of having a personalized HR experience that provides as little or as much HR support as you need, follow the steps in the next paragraph.

Sign below

To make the following steps as simple as possible: 

1.      Simply type your name in the box below and click “Sign Proposal”.

2.      We will schedule a meeting to finalize the plans. 

We can’t wait to get started!  

Terms and conditions

USER DISCLAIMER (Please Delete): This agreement may not be suitable for your circumstances and we recommend you seek legal advice before using it. Better Proposals does not take any responsibility for any events that arise as a result of your use of this agreement.

1. Definitions

1.1 Scope: This document defines the general terms that shall apply to all consultancy agreements and retainer contracts involving Your company name. These clauses are incorporated into and form an integral part of our contract.

1.2 The Parties: Your company name and the Client ‘the Client’ is the party with whom a contract of supply exists.

2. Consultancy Services

2.1 Your company name will provide consulting services to the Client relating to Human Resources work. The specific nature of the services to be provided by Your company name will be as specified in the Quotation (“The Services”) and the Quotation will form part of the Contract between Your company name and the Client along with the Terms and Conditions and Processor Agreement.

2.2 Subject to any lawful restraint imposed upon it by any other party (such as an obligation as to confidence), Your company name will make available to the Client all knowledge, information and expertise in its possession in performing the services. If the Client wishes Your company name to perform any services other than those specified in the Quotation (including without limitation to provide any additional functionality) or to provide further or other products and / or services, then Your company name shall be entitled to quote the Client separately for the provision of those services or products required and upon acceptance, the terms of this agreement will also apply to those additional services and products.

2.3 Unless otherwise agreed in writing by both parties, the terms of this agreement will commence when the Client formally accepts the Quotation and Terms and Conditions in writing, which may be by letter or electronic communication such as by email.

2.4 Unless specifically stated as a fixed price quotation, any cost estimates that are, or have been given by Your company name are estimates only.

2.5 Actual time spent, products supplied and any other fees such as disbursements etc. will be used as the basis for billing.

3. Time Basis for Contracts

3.1 Where applicable, activity time is calculated inclusive of travel time from the prior non-client activity (such as from the consultant’s home, office, or third-party premises).

3.2 On-site activity is normally provided by the day or half day, except where otherwise agreed in advance. A day will normally be 10.00am -4.00pm actually on site and half a day on-site amounts to 3.5 hours actually on-site.

3.3 Off-site activity time includes all office time spent acting for the Client and may be carried out at any location of Your company name’s choosing including Your company name’s business premises or any site away from the Client’s premises.

3.4 Where off-site activity is provided by the hour, all travel, office, administrative, preparatory, production and telephone time in addition to actual client meetings and external interviews are chargeable at the agreed hourly rate as outlined in the Quotation.

3.5 Activity logs may be provided to Clients upon request.

4. Performance

4.1 All commitments with respect to the timing and scope of the project given to the Client by Your company name – whether verbal or written – are made in good faith but are made necessarily in advance of;

4.2 Knowing the full scope of the difficulty that may pertain to the performance on specific points (for example, unforeseeable difficulty in obtaining certain information requested by the Client). For this reason, whilst Your company name agrees to use its best endeavours to fulfil such commitments to the Client on the timing and the scope of consultancy and other projects, we cannot guarantee performance in either respect.

5. Acceptance

5.1 Any instructions received by Your company name from the Client for the supply of services / products and / or the Clients acceptance of the Quotation and the Terms and Conditions shall constitute acceptance of the Terms and Conditions of the Contract.

5.2 Upon acceptance of these terms of business by the Client, the terms and conditions contained therein are irrevocable and can only be amended with the written consent of Your company name.

5.3

The Client shall give Your company name not less than 28 days prior written notice of any proposed or actual change of ownership or Clients Company name. This also includes Company address, contact numbers and business practice. The Client shall be liable for any losses incurred by Your company name for non-compliance to this clause.

6. Reporting, Meeting and Training

6.1 The Client shall ensure its employee(s) (as specified in the Quotation or such other person as the Client shall nominate in writing) is available to meet with Your company name, either face to face, over the telephone or by email when reasonably required by Your company name for the purposes of discussing the status and progress of the services.

6.2 If the Client or Client’s employee cancels attendance to a pre-arranged meeting within 7 days of that meeting, Your company name is entitled to charge a cancellation fee of 4 hours’ work charged at the current hourly rate.

6.3 If the Client or Client’s employee cancels attendance at a pre-arranged on-site visit day, set training day or event within 7 days of that on-site visit, training day or event, Your company name is entitled to charge a cancellation fee of 100%.

6.4 If a Client or Client’s employee cancels attendance to a set training day or event that has been prearranged within 14 days, Your company name is entitled to charge a cancellation fee of 50%.

6.5 Your company name is entitled to charge a cancellation fee of 4 hours’ work on behalf of any external services sourced on behalf of the client where the Client or Client’s employee cancels attendance to a pre-arranged meeting within 7 working days.

6.6 Your company name is entitled to charge a cancellation fee of 8 hour’s work on behalf of any external services sourced on behalf of the client such as minute taking where the Client or Client’s employee cancels attendance at a pre-arranged on-site visit day, set training day or event within 7 days of that visit.

7. Fees and Expenses

7.1 Your company name will provide services to the Client and will be entitled to charge the Client for such services at the rates specified in the Quotation.

7.2 The remuneration structure agreed between Your company name and the Client may be based on a number of methods, such as a ‘retainer’ or ‘subscription’, a ‘fixed fee’ or an ‘hourly rate’ or ‘time based’ rate (i.e. day rate, halfday rate, hourly rate) but in any event as outlined in the Quotation.

7.3 The ‘Retainer’ fee or ‘Subscription’ fee shall be defined as a payment made to secure Your company name’s services for a fixed period of time. Fixed fee contracts cover the performance of an agreed service as outlined in the Quotation for an agreed fee. Extra time incurred by Your company name in the performance of the fixed fee component of a contract will be borne by Your company name, unless it is found that the Client has deliberately withheld information pertaining to the delivery of the agreed services, rendering the contract unachievable within the agreed timescales.

7.4 All Quotations are valid for a period of 3 months from date of issue prior to confirmation of engagement of Services by the Client.

7.5 Unless otherwise stipulated Your company name’s quotations with clients will not include expenses in the pre-arranged fee. Additional fees include but are not limited to mileage, car parking, pre-authorised accommodation costs, room hire costs, recruitment agency /head-hunter fees and any other costs essential to the delivery of the services are levied in addition to the agreed fee.

7.6 Expense receipts wherever practical, will be retained by Your company name and will be available for inspection upon request.

7.7 The Client will pay Your company name for the cost of any products or services together with Your company name’s own charge that it levies for handling and / or obtaining relevant materials.

7.8 Retained services are for a period of 12 months and the service will terminate after the period that the 12th payment covers has expired. A revised quotation will be issued within the last month of the contractual agreement.

8. Payment Terms

8.1 The Client agrees to be bound by the payment terms stipulated within the contract.

8.2 Payments may be required in advance of any service delivery, by invoice or by monthly Standing Order as stipulated within the contract.

8.3 All invoices rendered by Your company name are payable within 7 days from the date of invoice, unless otherwise agreed within the Quotation. The Client agrees to pay Your company name in full within this time period.

8.4 If the client fails to make any payment on time without giving notification of due cause then Your company name reserves the right to withhold delivery of any further consultancy or stages of work contained within the Quotations and will not be responsible for any inconvenience, loss or damage so caused.

8.5 Without prejudice to Your company name’s rights under this Agreement, Your company name shall be entitled to charge and the Client shall pay interest at 2% above the base lending rate of National bank per month should the Client fail to pay any invoice by the due date for payment.

9. Stage Payments

9.1 Most contracts that extend across several months allow for stage payments. These are negotiated in advance as part of the normal discussions prior to agreement of the Contract and will be outlined in the Quotation.

9.2 Your company name shall have the right to suspend all work on behalf of the client should these payments not be made on time to the agreed schedule. Any adverse impact that this suspension has upon the completion schedule or the quality of the product or service for the Client shall be at the Client’s sole responsibility. This right applies not just to the contract in arrears but also any other contracts with the Client, whether or not payments against these contracts are in arrears.

9.3 In particular, the Client should note that where it has been agreed that payment of all or part of a contract is to be made ‘in advance’ work will not commence on the client’s behalf until payment is actually received.

9.4 Should Your company name issue draft documents for final changes and approval, it has the right under this agreement to the following; from the date that draft documents are issued, the Client has 14 days to submit any revisions required. Should the Client fail to do so, final documents will be issued and invoiced accordingly.

10. Cancellation Rights

10.1 The contract may be terminated in the following circumstances:

• By either party giving 90 (ninety) days’ notice in writing to that effect; or
• Immediately by Your company name by notice in writing if the Client fails to remedy a breach of this Agreement (including any provision as to payment) within 30 (thirty) days of receipt of a notice from Your company name advising of such a breach requiring it to do so.

10.2 The Contract shall be regarded as a whole unless there are break points within it agreed in advance or it is divided into stages or where it is subject to periodic renewal. Where no such division is agreed in advance and stipulated in the contract, the Clientshall be liable for the totality of the value of the contract – including all expenses incurred to the date of cancellation – whether or not the Client wishes the work to be completed.

10.3 Annually reviewed service contracts, retainers and subscriptions will not be renewed automatically for a further 12-month period.

10.4 Where the cancelled contract relates to a retained or subscription service, where the required notice period is given in accordance with the terms and conditions, services will continue to be provided by Your company name for the duration of the notice period, at the end of which time, services will be ceased. Where the Client wishes to cancel but insufficient notice is provided, the 12-month contract will continue to its expiration date and services will continue to be provided up to the date of expiry. Where the Client wishes to cancel a retainer or subscription service with immediate effect, the Client shall be liable for paying for the remainder of the contract up to the date of its expiry.

10.5 On termination of this Agreement, however occurring, all money’s unpaid by the Client pursuant to this Agreement will immediately become due and payable.

10.6 If such monies remain unpaid for a period of 30 days then (without prejudice to other rights that Your company name may have for breach of this Agreement or otherwise) Your company name will be entitled to cease consultancy services and to retake possession of any products provided.

10.7 The Client’s obligations within the Contract (including any obligations to indemnify) under the clauses relating to Intellectual Property, High Risk Activities, Liability and Confidentiality shall survive the termination of the Agreement for whatever reason. Your company name’s obligations in relation to Confidentiality shall survive the termination of this Agreement for whatever reason.

11. Liability for Advice Given

11.1 Your company name provides information, advice and services in good faith based upon information available and provided by the Client at the time. We do not warrant the accuracy of information provided. It is for the Client to decide whether or not to accept our advice in making his/her own management decisions. We advise that the data critical to a decision should be independently verified prior to being acted upon. Therefore, Your company name accepts no liability for the consequences of its information, opinions and advice, whether direct or indirect.

11.2 To the extent permitted by the law, Your company name expressly excludes all conditions and warranties whether express or implied.

11.3 Notwithstanding any other provision in this Agreement, in no event will Your company name be liable to any party including the Client for any indirect, punitive, special, incidental or consequential damage in connection with or arising out of this Agreement (including for loss of profits, use, data or other economic advantage) however it arises whether for breach of this Agreement or in tort. The Client will indemnify Your company name and keep it indemnified from and against any claims by any third party for or in respect of such damages. Your company name’s liability is limited to the value of the contract with the Client or the value of the loss whichever is the smaller.

11.4 Your company name does not offer employment tribunal insurance, it is for the Client to source their own. Your company name, does hold Professional Indemnity Insurance to which a Client can make a claim against in the event of proven negligence of services that has resulted in a financial loss.

12. Publicity

12.1 Your company name shall seek the right from the Client to publicise the fact that the Client is, or was, a clientand to utilise the clients name in publicity materials in this respect. Your company name may also describe in general terms the type of work conducted for the Client but shall not be permitted to link the two without prior permission of the Client in order to protect confidentiality.

12.2 Wherever the results of any commissioned work are cited by the Client, the Client agrees to make due reference to Your company name so as to make it clear who carried out the work, except where Your company name explicitly waives this right.

Questions?

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