Community management proposal template

Prepared for [Client Company] by [Your Name], [Date].

Thank you for considering me to run [community name]. This proposal covers turning your [Discord / Slack / Circle] from a quiet room into a community with a pulse: programming that gives members reasons to return, moderation that keeps it healthy, and clear coverage hours so everyone knows what managed actually means.

[Client Company] runs a community of [number] members around [product / topic], and right now [describe: the founder is the community team, engagement is a ghost town after launches, moderation is reactive].

Success means members get value from each other (not just from you), measured by [active member rate, response times, retention], with the founder out of the moderation seat.

1. Phase 1, Foundations. I audit the current space, then set up the structure that healthy communities share: clear channels, a written code of conduct, onboarding that gets new members to their first interaction fast.
2. Phase 2, Programming. I run a weekly rhythm designed for your members: [discussion prompts, expert sessions, member spotlights, events], planned a month ahead in a calendar you can see.
3. Phase 3, Daily management. During coverage hours I welcome new members, answer and route questions, spark stalled threads, and enforce the code of conduct evenly and calmly.
4. Phase 4, Reporting. Monthly you get the numbers that matter (active members, response times, top threads, member feedback themes) and what I am changing because of them.

• Community structure, onboarding flow, and a written code of conduct
• Coverage [X] hours per business day during [window, timezone]
• [Number] programmed events or prompts per week, planned monthly
• New-member welcomes and question routing within [response time] during coverage
• Moderation per the agreed guidelines, with an escalation path for serious issues
• A monthly community health report with recommendations

• 24/7 coverage (moderation outside coverage hours is next-business-day, with [volunteer mods / alerts] for urgent issues)
• Customer support for your product (I route to your team; I do not resolve tickets)
• Paid acquisition and member growth advertising

Prices are placeholders. Set your own before sending.

• Programming over policing: a community with reasons to return needs far less moderation
• Coverage hours in writing, so 'managed' is a commitment instead of a mood
• Serious issues (harassment, legal threats, press) are escalated to you with a recommendation, never improvised

This proposal is valid for [30] days. A deposit of [amount or %] is due to begin, with the balance due [on delivery / per the schedule]. Work outside the scope above is quoted separately before it starts.

The community platform, member relationships, and member data are yours, and member information is kept confidential and never exported or reused. I act within the agreed guidelines and escalate anything outside them; sensitive removals and bans over [threshold] are made with your sign-off. Content and playbooks created for the community are yours once the month they were delivered in is paid for.

To move forward, approve this proposal in writing and I will send the agreement and the deposit invoice. We can begin as soon as the deposit is received.

Accepted by: ______________________________ Date: ____________