IT helpdesk outsourcing proposal: Free template
Customize this free IT helpdesk outsourcing proposal with Cobrief
Open this free IT helpdesk outsourcing proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on your support model, service level agreements (SLAs), and client needs. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.
Once you're done, send, download, or save the proposal in one click — no formatting or setup required.
This template is fully customizable and built for real-world use — ideal for pitching outsourced IT support services, 24/7 helpdesk coverage, remote desktop assistance, or hybrid support models. Whether you're an MSP, IT services firm, or specialized support provider, this version gives you a structured head start and removes the guesswork.
What is an IT helpdesk outsourcing proposal?
An IT helpdesk outsourcing proposal outlines the scope, process, tools, SLAs, and pricing for providing external IT support to a business. It typically includes service hours, ticket handling workflows, support tiers, escalation paths, and communication protocols.
This proposal helps potential clients understand what issues you’ll handle, how quickly you’ll respond, what platforms you’ll support, and how they’ll engage with your team.
A well-structured helpdesk proposal helps you:
- Clarify what services are included (and excluded).
- Build confidence with clear SLAs and response protocols.
- Show your professionalism and technical reliability.
- Reduce confusion and align on expectations before starting.
Why use Cobrief to edit your proposal
Cobrief helps you create, refine, and send professional proposals faster — with built-in AI to guide every step.
- Edit the proposal directly in your browser: No formatting or file setup needed — just click and start editing.
- Rewrite sections with AI: Quickly improve tone, simplify service descriptions, or clarify SLAs.
- Run a one-click AI review: Spot unclear or redundant language and get instant improvement suggestions.
- Apply AI suggestions instantly: Accept individual suggestions or apply all changes across the proposal in one click.
- Share or export instantly: Send via Cobrief or download a clean, professional PDF or DOCX version.
Spend less time formatting — and more time closing deals.
When to use this proposal
Use this IT helpdesk outsourcing proposal in situations like:
- Pitching remote or hybrid helpdesk services to SMBs or enterprises.
- Offering 24/7 or after-hours IT support coverage.
- Responding to RFPs for outsourced IT support.
- Transitioning clients from internal to external IT service models.
This format works well for both flat-rate and tiered pricing models.
What to include in an IT helpdesk outsourcing proposal
Use the following structure to clearly outline your services, support process, and value:
- Executive summary: Briefly describe the client’s need for reliable IT support and your outsourced helpdesk solution. Highlight benefits like cost savings, 24/7 coverage, or faster resolution times.
- Scope of services: List included services (e.g., ticket triage, password resets, software troubleshooting, user onboarding/offboarding, hardware diagnostics). Define support tiers and escalation processes.
- Support model and hours: Describe your support coverage (e.g., business hours, evenings/weekends, 24/7), ticket handling process, communication channels (email, phone, chat), and remote tools used.
- SLAs and KPIs: Set clear expectations for response times, resolution targets, first-contact resolution rates, and reporting frequency.
- Team and tools: Mention who provides support (in-house team, remote agents), experience, certifications, and platforms/tools (e.g., Zendesk, Freshdesk, Microsoft Endpoint Manager).
- Pricing: Break down costs by tier, hours of coverage, per-user pricing, or support volume. Include optional services like on-site visits, project-based support, or hardware procurement.
- Terms and conditions: Outline contract length, onboarding process, renewal terms, and any limitations (e.g., support for personal devices, unsupported software).
- Next steps: Close with a clear action item — like “Reply to accept” or “Schedule a kickoff call.”
How to write an effective IT helpdesk outsourcing proposal
Helpdesk proposals should feel organized, responsive, and service-driven:
- Emphasize reliability and responsiveness: Show how your team reduces downtime and resolves issues quickly.
- Be transparent about limits: Define what’s out of scope (e.g., cybersecurity incidents, legacy systems).
- Use plain language: Make sure the client can easily understand SLAs, tiers, and response protocols.
- Show readiness to scale: Mention how your services grow with the client’s needs.
- Format clearly: Use bullets, short paragraphs, and well-labeled sections for easy reading.
- End with confidence: Make it easy for the client to approve and move forward.
Frequently asked questions (FAQs)
Can I reuse this proposal for different clients or support plans?
Yes — just update the coverage hours, pricing model, and specific services for each situation.
Does this proposal work for both remote and on-site support?
Absolutely. Just clarify what’s included for each (e.g., remote by default, on-site as add-on).
Can I include SLAs or compliance standards (e.g., ISO, HIPAA)?
Yes — include any SLAs or standards you adhere to. This builds trust with larger or regulated clients.
Is this proposal legally binding?
No — this is a proposal. Attach a master service agreement (MSA) or contract separately if needed.
Can I export this proposal as a PDF or DOCX?
Yes — you can instantly download it after editing in either format.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.