The Complete Reputation Management Proposal Template

What should a reputation management proposal include?

A reputation management proposal needs eight sections: an executive summary built on the prospect’s own review numbers, a scope-of-services table, deliverables and cadence, a reporting section, a three-tier investment table, term and onboarding timeline, a crisis-response clause, and a signature block. The complete copy-paste template is below — no email gate, no “download our PDF” detour.

Most pages ranking for this phrase hand you a skeleton outline and call it a template. This one is the whole document. Copy everything between the horizontal rules, replace the [BRACKETED] placeholders, delete the italic notes, and export to PDF.

Why do most reputation management proposals lose the deal?

Because they lead with tools instead of outcomes. Page one lists dashboards, integrations, and “AI-powered monitoring,” and the owner of a plumbing company or dental practice skims straight to the price with no idea what actually changes for their business.

Your prospect already believes reviews matter — 97% of consumers read reviews for local businesses (BrightLocal Local Consumer Review Survey 2026). What they don’t know is what is specifically wrong with their profile. So this template opens with three numbers from your audit: current rating, review velocity against their top competitor, and the count of unanswered reviews. Those three numbers do more selling than any feature list. If you want the pitch sequence that surrounds the document — audit first, proposal second — see how to sell reputation management.

Tools get exactly one line in the scope table. The client is buying responses published, reviews earned, and a rating defended — not software access.

The full reputation management proposal template

Copy from the first rule to the last. Square brackets are placeholders with example values; italic notes are for you — delete them before sending.

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1. Cover & executive summary

Google Reputation Management Proposal Prepared for [Business Name] · [City, State] Prepared by [Your Agency] · [Date] · Valid for 30 days

[Business Name] currently holds a [4.1]-star rating across [87] Google reviews. Over the last 90 days you added [6] new reviews while [Top Competitor] added [23] — nearly [4]x your pace. [31] of your reviews, including [9] one- and two-star reviews, have never received an owner response. (Pull these three findings from your prospect audit — they are the spine of the entire proposal.)

Left alone, this gap compounds: the competitor’s rating grows more current while yours grows more stale, and unanswered complaints read as indifference to every prospect who checks. This engagement closes the gap on all three fronts — every review answered, a steady flow of new reviews requested honestly, and a monthly report proving movement.

2. Scope of services

Service	What we do	Cadence
Review monitoring	Every new Google review across [N] location(s) lands in one inbox; negative reviews alert our team within minutes	Continuous
Response drafting & publishing	Responses drafted in your voice for every review; you approve, we publish	Drafted within [1] business day
Review generation campaigns	Email review-request campaigns with automatic reminders, plus printed QR codes and tracked short links for the front desk and field staff	[2] campaigns/month
Monthly report	Branded PDF: rating trend, new reviews, response coverage, campaign results, next actions	By the [5th] of each month
Strategy call	Review the quarter, adjust campaigns, plan seasonal pushes	Quarterly

Honest-ask policy: every customer is invited to review. We never filter unhappy customers away from the review link — Google’s review policies prohibit selectively soliciting positive reviews, and gating puts your profile at risk.

3. Deliverables & cadence

• Weekly: all new reviews responded to; urgent issues escalated to [Owner Contact]
• Monthly: [2] review-request campaigns sent; branded performance report delivered by the [5th]
• Quarterly: [45]-minute strategy call with a written action plan
• Ongoing: negative-review alerts reach [Owner Contact] within minutes of posting

4. Reporting

Each month you receive a branded PDF covering: rating trend versus baseline; new reviews earned and where they came from (campaign, QR, organic); response coverage and average response time; a competitor rating comparison; and the themes customers mention most. You should never have to ask what you are paying for — the report answers before you ask.

5. Investment

	Essentials	Professional	Premium
Review monitoring + negative-review alerts	Included	Included	Included
Responses drafted & published	Up to [15]/mo	All reviews	All reviews, priority
Review-request campaigns	[1]/mo	[2]/mo	[2]/mo + QR kit + per-staff links
Reporting	Monthly PDF	Monthly PDF + quarterly call	Monthly PDF + monthly call
Crisis-response clause (§7)	—	Included	Included, [4]-hour acknowledgment
Monthly investment	$[XXX]	$[XXX]	$[XXX]

6. Term, onboarding & exit

Initial term: [6] months, then month-to-month. Week 1: profile access granted, baseline audit recorded, alerting configured, response voice guide drafted from your existing replies. Week 2: response templates approved, first review-request campaign sent, reporting calendar confirmed. Exit: after the initial term, either party may end the engagement with [30] days’ written notice. You keep full ownership of your Google Business Profile, all report archives, and all published responses. We hand back credentials and documentation within [5] business days.

7. Crisis response

If [Business Name] receives [3] or more negative reviews within [48] hours (a “review surge”), we will acknowledge the surge within [4] business hours, deliver a written action plan within [1] business day, draft owner responses for every review in the surge within [2] business days, and report any reviews that violate Google’s content policies through Google’s removal process. Only policy-violating reviews are eligible for removal — we do not, and no honest vendor can, guarantee removal of negative reviews.

8. Acceptance

Agreed and accepted:

[Business Name] — Signature: ____________ Name: ____________ Title: ____________ Date: ________

[Your Agency] — Signature: ____________ Name: ____________ Title: ____________ Date: ________

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How do you customize this template in 15 minutes?

1. Run the audit numbers (5 minutes). Current rating, 90-day review velocity versus their loudest competitor, unanswered-review count. On ReputeMap’s Pro plan, the prospect audit generator produces these findings as a branded PDF you can also attach as an appendix.
2. Fill the placeholders (4 minutes). Names, dates, cadence values. Cut anything you won’t deliver — a proposal that promises a quarterly strategy call you never intend to hold costs you the renewal.
3. Set the three prices (3 minutes). Anchor Premium high enough that Professional looks reasonable, and price Essentials so it still clears your delivery cost with margin. Our guide to reputation management pricing for agencies walks through the math.
4. Attach one sample report (2 minutes). Section 4 makes a promise; a sample proves it. The template pairs directly with white-label Google review reports — export one under your agency branding, redact the client, and append it.
5. Export to PDF (1 minute). Send the PDF; keep the master editable for the next prospect.

One operational note before you hit send: section 7 commits your team to drafting responses under pressure. Make sure they have a framework for how to respond to negative reviews before the clause is ever invoked.

What happens after the client signs?

The proposal is the easy part. Now you owe responses drafted within one business day, negative-review alerts within minutes, two campaigns a month, and a branded report by the 5th. Multiply that by ten clients and it becomes an operations problem — which is why most agencies run delivery on review management software built for agencies rather than spreadsheets and Gmail filters.

ReputeMap covers the fulfillment side of everything this template promises: a unified Google review inbox, negative-review email alerts within minutes, AI reply drafts in each client’s voice that the owner approves before ReputeMap publishes to Google, email review-request campaigns with automatic reminders, QR codes and tracked short links (no SMS — we are upfront about that), competitor rating tracking for the report, and white-label PDF reports on the Pro plan. Setup takes about 15 minutes per client — see plans and start your 14-day free trial from $29/mo.