# Lakeside Physio: Proposal and Statement of Work --- ## PART 1. DEAL READ **Client facts** | Tag | Fact | |---|---| | C1 | Lakeside Physio runs 3 clinics. | | C2 | Owner Priya decides, together with her operations manager. | | C3 | Goal: new patients book online instead of calling. | | C4 | The current site uses an old WordPress theme that breaks on phones. | | C5 | Booking runs through Cliniko, but the booking button is hidden. | | C6 | A cheap agency they hired last year disappeared halfway through. | | C7 | Budget hint: around 8 to 10 thousand (currency not stated). | | C8 | They want it live before their spring campaign, in about 10 weeks. | **My facts** | Tag | Fact | |---|---| | M1 | Web designer and developer: WordPress and Webflow. | | M2 | Day rate 650. I quote in days. | | M3 | Payment: 50% deposit, 50% on launch. | | M4 | I can take one new project now. | | M5 | Past work: a 5-page site for a sports massage studio, with online booking. | | M6 | Past work: a rebuild for a dental clinic group. | | M7 | I do not write copy. The client supplies text and photos. | | M8 | I need admin access to the domain and the Cliniko embed codes. | | M9 | Two rounds of design revisions. | | M10 | No ongoing SEO retainer. | **Real goal (one sentence):** Lakeside Physio needs a phone-friendly website where booking through Cliniko is the obvious next step, live before the spring campaign. (C3, C4, C5, C8) **Success in their words:** "New patients book online instead of calling." (C3) **Who signs:** Priya, with her operations manager involved in the decision. (C2) The operations manager's name and role in approvals are (Unknown). **Budget signal:** Around 8,000 to 10,000. (C7) At 650 a day (M2), that buys about 12.3 to 15.4 days: - 8,000 ÷ 650 = 12.3 - 10,000 ÷ 650 = 15.4 The currency is (Unknown). **Deadline:** About 10 weeks, set by the spring campaign. (C8) The exact campaign start week is (Unknown). **Three biggest unknowns:** 1. **Cliniko setup.** Is it one Cliniko account with three locations, or separate booking links per clinic? This decides how booking is wired in. (C1, C5) (Unknown) 2. **Content readiness.** Do text and photos exist, and how many pages are needed? I don't write copy (M7), so late content is the main timeline risk. (Unknown) 3. **Platform and hosting.** Stay on WordPress or move to Webflow (M1)? Who owns the domain and hosting today, and who pays for them? (C4, M8) (Unknown) --- ## PART 3 needs Part 2 first, so here is the scope. ## PART 2. SCOPE LINE **In scope (recommended Core option)** - A new mobile-first website design, with home and inner page templates. (C4, M1) - A full build on WordPress or Webflow, chosen in Week 1. (M1, C4) (Proposed) - One page for each of the 3 clinics. (C1) - Services, team, about and contact pages. (Proposed; final page count to confirm) (Unknown) - A clear "Book" button on every page that stays visible on phones. (C3, C5) - A Cliniko booking route for each clinic, using the client's embed codes. (C1, C5, M8) - Loading client-supplied text and photos. (M7) - Two rounds of design revisions. (M9) - Redirects from old page addresses to the new pages. (C4) (Proposed) - A staging link from Week 4 and a short written update each week. (C6) (Proposed) - Testing on phones, tablets and desktop, including the full booking flow. (C3, C4) (Proposed) - Launch, plus a 1-hour handover session with a short written guide. (Proposed) **Out of scope (things the client might assume are included)** - Writing or editing copy. (M7) - Photography or sourcing stock images. (M7) - An ongoing SEO retainer or SEO campaigns. (M10) - Ongoing maintenance after launch. (Proposed; offered only as a fixed-day block in Option C) - Setting up or changing Cliniko itself, such as practitioners, appointment types or pricing. (C5) (Proposed) - A spring campaign landing page, ads or email campaigns. (C8; landing page is in Option C only) (Proposed) - Third-party costs: hosting, Webflow plan, domain renewal, premium plugins or fonts. (Unknown) - Migrating old blog posts beyond the agreed page list. (Unknown) - More than two rounds of design revisions. (M9) **Assumptions** - Priya and the operations manager give one combined set of feedback per round, within 3 working days. (C2) (Proposed) - Admin access to the domain and Cliniko embed codes is supplied in Week 1. (M8) - All text and photos are supplied by the end of Week 3. (M7) (Proposed) - Cliniko provides embed codes or booking links for all 3 clinics. (C1, C5) (Unknown) - Prices are in the client's currency at 650 per day. (M2) Currency is (Unknown). - Third-party costs are paid directly by the client. (Proposed) - The project starts once the deposit is received. (M3, M4) --- ## PART 3. THREE OPTIONS | | **A. Starter: Booking-First Site** | **B. Core: Full Rebuild (Recommended)** | **C. Core Plus Campaign** | |---|---|---|---| | **Included** | A 5-page mobile site: Home, Services, Locations (all 3 clinics on one page), About, Contact. Visible Book button on every page. Cliniko booking. Two design revision rounds. Testing and launch. (C3, C4, C5, M5, M9) | Everything in A, plus: a separate page per clinic with its own booking route, team page, redirects from old pages, staging link from Week 4, weekly updates, and a handover session. (C1, C5, C6) (Proposed) | Everything in B, plus: a spring campaign landing page built from client-supplied content, and 1 day of fixes and small changes used within 4 weeks after launch. (C8) (Proposed) | | **Not included** | Per-clinic pages, team page, redirects, copywriting, SEO retainer. (M7, M10) | Campaign landing page, post-launch support, copywriting, SEO retainer. (M7, M10) | Copywriting, photography, SEO retainer, maintenance beyond the 1 support day. (M7, M10) | | **Duration** | 5 weeks (Proposed) | 8 weeks (C8) (Proposed) | 9 weeks, plus 4 weeks of support after launch (C8) (Proposed) | | **Days** | Discovery 1 + design 2 + build 3 + Cliniko integration 1 + testing and launch 1 = **8 days** | Discovery 1 + design 3 + build 5 + Cliniko integration 1 + content load 1 + testing 1 + launch and handover 1 = **13 days** | 13 core days + landing page 1 + post-launch support 1 = **15 days** | | **Price** | 8 × 650 = **5,200** (M2) | 13 × 650 = **8,450** (M2, C7) | 15 × 650 = **9,750** (M2, C7) | | **Best for** | Fixing the phone and booking problems fast, at the lowest spend. | Three clinics that each need clear booking, launched with buffer before the campaign. | Owners who want the campaign page and early fixes handled by the same person. | **Why Option B is recommended:** It is the only option that gives each of the three clinics its own page and booking route (C1, C5), at 8,450, inside the 8–10 thousand budget (C7). It launches in Week 8, leaving about two weeks before the spring campaign (C8), and the staging link and weekly updates mean the client can see steady progress, which matters after last year's agency disappeared (C6). --- ## PART 4. PROPOSAL LETTER *The tags below are for your own check. Delete them before sending.* --- Dear Priya, Thank you for your time on our call. Here is my proposal for a new Lakeside Physio website, with three options to choose from. **Where you are now** You run three clinics, and you want new patients to book online instead of calling (C1, C3). Right now your site runs on an old WordPress theme that breaks on phones, and your Cliniko booking button is hard to find (C4, C5). You also mentioned that an agency you hired last year stopped halfway through, so a clear plan and steady communication matter (C6). You'd like the new site live before your spring campaign, about 10 weeks away (C8). **My approach** I'll build a new mobile-first site where booking is the obvious next step on every page. That means a clear Book button that stays visible on phones, and a booking route for each clinic using your existing Cliniko setup (C1, C5). You supply the text and photos. I handle the design, build, booking integration, testing and launch (M7). You get two rounds of design revisions (M9). From Week 4 you'll have a staging link to look at any time, and I'll send a short written update every week, so you always know where things stand (Proposed). **The three options** - **Starter** (8 days, 5,200, about 5 weeks): a 5-page mobile site with Cliniko booking on every page and all three clinics on one Locations page. - **Core, recommended** (13 days, 8,450, 8 weeks): a full rebuild with a page for each clinic, services and team pages, a booking route per clinic, redirects from your old pages, and a handover session. - **Core Plus Campaign** (15 days, 9,750, 9 weeks): everything in Core, plus a landing page for your spring campaign and one day of fixes and small changes in the four weeks after launch. All prices are at my day rate of 650, with 50% to start and 50% at launch (M2, M3). I recommend Core. It covers all three clinics properly, sits within the budget you mentioned, and launches in Week 8, leaving roughly two weeks before your campaign for any late changes on your side (C7, C8). **Why me** I've built a 5-page site with online booking for a sports massage studio, and I rebuilt the website for a dental clinic group (M5, M6). Booking integrations and multi-location health practices are familiar ground. I work with WordPress and Webflow, and we'll choose the better fit for you in Week 1 (M1). I take on one new project at a time, and I have space for yours now (M4). **What I'll need from you** In Week 1, I'll need admin access to your domain and your Cliniko embed codes (M8). Your text and photos are due by the end of Week 3. I don't write copy, so if you'd like help with that, it's worth arranging early (M7). **Next step** Reply with the option you prefer, along with answers to the short list of questions attached. I'll then send the statement of work for signature and the deposit invoice, and we can begin Week 1. Warm regards, [Your name] --- ## PART 5. STATEMENT OF WORK (Option B: Core Full Rebuild) **Price:** 13 days × 650 = **8,450** (M2). Currency is (Unknown). **Duration:** 8 weeks from the deposit being received. (M3, C8) (Proposed) ### Deliverables | # | Deliverable | Description | Acceptance check (yes/no) | Week due | |---|---|---|---|---| | D1 | Kickoff and sitemap | Agree the page list, platform (WordPress or Webflow), booking route per clinic, and approval contacts. (C1, C2, M1) (Proposed) | Has the client approved the written sitemap and platform choice? | Week 1 | | D2 | Design, round 1 | Mobile and desktop designs for the home page and one inner page template, with the Book button placement. (C3, C4, M9) | Has the client received both designs and returned one combined set of feedback? | Week 2 | | D3 | Design, round 2 and sign-off | Revised designs based on round 1 feedback. (M9) | Has the client approved the final designs in writing? | Week 3 | | D4 | Staging site | Built templates on a private staging link the client can view any time. (C6) (Proposed) | Does the staging link open and show the approved home page design? | Week 4 | | D5 | Full page build | Home, 3 clinic pages, services, team, about and contact, built to the approved designs. Final count set in D1. (C1) (Unknown) | Does every page on the approved sitemap exist on staging and match the approved design? | Week 6 | | D6 | Content load | Client-supplied text and photos placed on every page. (M7) | Is all supplied content on the correct pages, with no placeholder text left? | Week 6 | | D7 | Cliniko booking integration | A Book button on every page that stays visible on phones, plus a booking route for each clinic. (C3, C5, M8) | On a phone, is the Book button visible on every page without scrolling, and does a test booking through each clinic's route reach that clinic in Cliniko? | Week 6 | | D8 | Testing and client review | Checks on current iPhone Safari, Android Chrome, and desktop Chrome, Safari and Edge. Includes the full booking flow and all links. (C4) (Proposed) | Has the client received the written test checklist with every item marked pass, and approved the site for launch? | Week 7 | | D9 | Launch and redirects | Site live on the client's domain, with old page addresses redirected to new ones. (C4, M8) (Proposed) | Does the live domain show the new site, and do the old addresses on the agreed redirect list lead to the right new pages? | Week 8 | | D10 | Handover | 1-hour session plus a short written guide on editing pages and updating booking links. Admin logins transferred to the client. (C6) (Proposed) | Has the session taken place, has the guide been delivered, and does the client hold admin logins for site, domain and hosting? | Week 8 | | D11 | Weekly updates | A short written update each week covering what's done, what's next, and anything needed from the client. (C6) (Proposed) | Did the client receive an update in each of Weeks 1 to 8? | Weekly | ### Milestones and Payment Schedule (M3) | Payment | When | Amount | Arithmetic | |---|---|---|---| | Deposit (50%) | On signing. Work starts in Week 1 once it is received. | **4,225** | 8,450 × 50% = 4,225 | | Final (50%) | On launch (D9) | **4,225** | 8,450 × 50% = 4,225 | | **Total** | | **8,450** | 4,225 + 4,225 = 8,450 | Milestone checkpoints with no payment attached: design sign-off (Week 3), staging site (Week 4), full build (Week 6), client review (Week 7). (Proposed) ### Client Responsibilities and Access | Responsibility | Needed by | |---|---| | Name one contact to coordinate feedback from Priya and the operations manager. (C2) (Proposed) | Week 1 | | Admin access to the domain and DNS. (M8) | Week 1 | | Cliniko embed codes or booking links for all 3 clinics. (C1, C5, M8) | Week 1 | | Login details for current WordPress and hosting, if staying on WordPress or setting up redirects. (C4) (Unknown) | Week 1 | | Logo, brand colours and fonts, if any exist. (Unknown) | Week 1 | | One combined set of design feedback per round, within 3 working days. (C2, M9) (Proposed) | Weeks 2 and 3 | | All text and photos, final and approved. (M7) | End of Week 3 | | Hosting or Webflow plan purchased in the client's name. (Unknown) | Week 6 | | Launch approval after the review. (Proposed) | End of Week 7 | ### Revision Rounds (M9) - **Two rounds of design revisions are included** (D2 and D3). A round is one combined set of feedback, delivered in one message. - **Bug fixes during the build and review are included at no charge.** A bug is something that doesn't match the approved design or doesn't work as described. (Proposed) - **These count as a new request:** - a third design round; - changing an approved design after sign-off; - adding pages or features not on the D1 sitemap; - replacing content that was already supplied and loaded. ### Change Request Rule (M2) (Proposed) 1. The client asks for the change in writing. 2. Within 2 working days, I reply with the work in days, the price (days × 650), and any effect on the launch week. 3. No change work starts until the client approves the quote in writing. 4. Approved changes are added to the final invoice, unless they are larger than 2 days. In that case, 50% is due before the change work starts. (M3) ### Pause and Cancellation (Proposed) **Pause** - If client items run more than 5 working days late, the timeline moves by the same amount. - If the project sits paused for more than 15 working days, it restarts at the next opening in my schedule, since I run one project at a time. (M4) **Client cancellation** - The deposit covers work up to its value: 4,225 ÷ 650 = 6.5 days. - Days worked beyond 6.5 are billed at 650 per day. - The client receives all completed designs and files. **My cancellation** - If I need to stop the project, I refund the deposit minus days worked × 650. - I hand over all files and logins within 5 working days. --- ## PART 6. RISK REGISTER | Risk | Early sign | Effect on timeline or budget | What the SOW already does | What to agree before signing | |---|---|---|---|---| | Text and photos arrive late (M7) | Nothing received by mid-Week 3. No one named to write copy. | Launch moves one week for each week of delay, which could push past the campaign (C8). | Content due end of Week 3. Pause rule. Copy is out of scope. | Who writes the copy, and whether it already exists. | | Cliniko booking doesn't map neatly to 3 clinics (C1, C5) | Embed codes not supplied in Week 1, or only one link for all clinics. | D7 needs extra build time, quoted at days × 650. | Codes due Week 1. Cliniko setup is out of scope. | How Cliniko is set up across the 3 clinics. | | Slow or split feedback between Priya and the operations manager (C2) | Two separate sets of feedback. Replies taking over 3 working days. | Design sign-off slips. A third round costs extra. | One combined round, one named contact, 2 rounds included (M9). | Who gives final approval when the two disagree. | | Trust concerns after the last agency (C6) | Requests for more frequent check-ins, or hesitation over the deposit. | Little effect, unless approvals stall. | Weekly updates, staging link from Week 4, payments tied to launch, logins handed over. | Preferred update format and day of the week. | | Domain or hosting access unclear (M8) | Nobody knows who holds the domain login. | Launch could slip in Week 8. | Access due Week 1. | Who owns the domain and hosting today. | | Campaign date is earlier than 10 weeks (C8) | The campaign start week is confirmed inside Week 8. | Option B leaves no buffer and would need its scope cut. | Week 8 launch target, change request rule. | The exact week the campaign starts. | | Third-party costs surprise the client (Unknown) | Questions about hosting or plan fees during the build. | Adds to the client's spend outside my fee. | Third-party costs are out of scope. | Who pays which third-party costs, and the platform choice. | | Old site breaks further before launch (C4) | Phone visitors or staff report errors. | Pressure to fix the old site, which is not in scope. | Fixing the old site is not included. | Whether any urgent fix to the old site is wanted, quoted separately at days × 650. | *This is a commercial draft, not legal advice. Have a qualified adviser review the terms before you rely on them.* --- ## PART 7. QUESTIONS BEFORE SIGNING 1. **When exactly does your spring campaign start?** This sets the true deadline (C8). If it's earlier than 10 weeks, Option B has no buffer and the scope may need trimming. 2. **How is Cliniko set up across your three clinics? One account with three locations, or separate booking links?** This decides how booking routes are built (D7), and whether more build days are needed at 650 each. 3. **Do you already have the text and photos for the new site? If not, who will write and take them, and can they be ready by the end of Week 3?** I don't write copy (M7). Late content moves the launch week. 4. **Which pages do you need? For example: services, team profiles, FAQs, pricing, conditions treated?** The page count drives the build days. Each extra page or template is quoted at days × 650. 5. **Who owns your domain and hosting today, and can you give admin access in Week 1?** Access is required (M8). Without it, launch and redirects can't happen. 6. **Would you prefer to stay on WordPress or move to Webflow? Who will make small edits after launch?** This decides the platform, the ongoing third-party costs, and what the handover covers (M1). 7. **How will you and your operations manager share approvals, and who has the final say?** Split or slow feedback can use up the two included revision rounds (C2, M9). 8. **Which currency should the quote be in?** The day rate (M2) and the budget hint (C7) were given without a currency. 9. **Do you have a logo, brand colours and fonts, or do those need creating?** Brand design isn't in any option. If it's needed, it would be quoted separately at days × 650. 10. **Is there content on the old site, such as blog posts, that must move across?** Migration beyond the agreed page list is out of scope and would be quoted as a change. --- ## PART 8. COVER EMAIL AND FOLLOW-UP **Cover email** **Subject:** Lakeside Physio website proposal: three options Hi Priya, Thank you again for the call. Attached is my proposal for the new Lakeside Physio website. It sets out three options, from a quick 5-page booking-first site to a full rebuild with a page and booking route for each clinic. My recommendation is the Core option: 13 days at 8,450, launching in Week 8, which leaves some room before your spring campaign. There's also a short list of questions at the end. Your answers will help me confirm the scope and price, especially around Cliniko and your content. Please share it with your operations manager. I'm happy to talk it through together on a short call if that's easier. Warm regards, [Your name] --- **Follow-up (five working days later)** **Subject:** Re: Lakeside Physio website proposal: three options Hi Priya, Just checking the proposal reached you. No rush. I know clinic weeks are busy. If any part is unclear, or you'd like to adjust an option, just let me know. I'm also happy to go through it on a quick call with you and your operations manager. Warm regards, [Your name]