What a floral quote and proposal should include

Many couples and event planners discover too late that they accepted a floral quote without understanding what they were actually paying for, only to face surprises on the day or find that the proposal doesn't match their vision. A vague quote—one with no breakdown, no event timeline, no detail about quantities or placement—leaves both you and the florist vulnerable. The florist might assume they're creating a simple arrangement while you're imagining something elaborate; the day arrives and disappointment sets in.

A solid floral quote and proposal do more than state a price. They anchor the conversation, protect your investment, and ensure the florist knows exactly what you need. Before you hand over a deposit, understand what should be on the page and what questions the quote should answer.

The breakdown: what costs should be itemised

A professional quote separates labour, materials and logistics so you see where your money actually goes. Expect lines for bridal bouquet, bridesmaid posies, ceremony arrangements, table centrepieces, entrance displays and any other feature you've discussed. Each item should list the flowers included (not just "mixed blooms") and the approximate number of stems or the size of the arrangement. This matters because a five-stem posy costs entirely differently from a twelve-stem statement bunch.

The quote should also break out delivery and installation fees separately from the florals themselves. If the florist is travelling to your venue, setting up arrangements hours before guests arrive, or managing the ceremony flowers while you're getting ready, that labour has a cost. Likewise, any rentals—vases, pedestals, stands—should be itemised so you know what's included and what you need to source elsewhere. If you're asking for rush orders or out-of-season blooms, these often carry a premium; a transparent quote will flag this upfront.

The proposal: what should be confirmed in writing

Beyond the price list, the proposal is your shared agreement on what will happen and when. It should state the event date, time of delivery, and setup window. If the florist needs access to the venue the day before, or needs to know your exact ceremony start time so they can coordinate timing, that belongs in the proposal. Include a description of the style—romantic garden, bold and modern, soft pastels—and reference any mood board or inspiration images you've shared. If you discussed specific flowers you want included or strictly want to avoid, write that down.

The proposal should also confirm the florist's role on the day. Will they arrive early to oversee setup? Will they manage contingencies if a bloom doesn't arrive as ordered? Are they available by phone if something needs adjustment? Clarity here prevents frustration when you're dressed and ready but the centrepieces haven't been positioned yet.

Include payment terms: deposit amount, final balance due date, and cancellation or modification policy. Many florists require a deposit to secure the date and order materials, with the balance due a week or two before the event. The proposal should state whether changes requested after a certain date incur extra fees. If you're comparing multiple florists, these terms can differ, so seeing them in writing helps you compare fairly.

What to clarify before you commit

Don't assume the proposal covers something just because it's a wedding or party. Ask whether the quote includes setup at multiple locations (ceremony site and reception space, for example), or if those are separate visits with separate fees. Confirm whether the florist will return after the event to collect hired vases and rentals, or if that's your responsibility. If the proposal mentions a colour palette but you're uncertain whether your vision aligns, ask for examples of past work that match that style.

Request a written proposal even if the florist gave you a verbal quote over the phone or via WhatsApp. A proposal in writing—email, PDF, even a detailed WhatsApp message you can screenshot—protects you both. It becomes the reference point if a question arises later.

When you're ready to move forward with a florist whose quote and proposal feel complete and aligned with your event, Strove's verified florists in your area can provide detailed proposals tailored to your celebration.