Draft a Word-ready business proposal for [PROSPECT AND DECISION MAKER] from [MY COMPANY AND OFFER]. Base it only on the facts below; do not invent results, client names, timelines, technical capabilities, legal terms, or pricing. DISCOVERY NOTES AND PROSPECT PRIORITIES: [DISCOVERY NOTES] SCOPE, DELIVERABLES, AND EXCLUSIONS: [SCOPE] COMMERCIAL TERMS AND PROOF POINTS: [TERMS AND PROOF] DESIRED NEXT STEP: [NEXT STEP] Produce polished copy ready to paste into a Word document. Use these sections in this order:
1. Title page with proposal title, prepared-for line, prepared-by line, and date placeholder. 2. Executive summary of 120-160 words that names the prospect’s business problem, desired outcome, and proposed approach without repeating generic company background. 3. “What we heard” with 3-5 specific priorities or constraints from discovery. 4. Recommended approach, organized into workstreams with deliverables, owner responsibilities, dependencies, and explicit exclusions. 5. Implementation timeline using phases, milestones, and acceptance points. Mark any dates as proposed unless they are confirmed. 6. Investment table showing fees, payment timing, taxes or expenses if supplied, and assumptions behind pricing. 7. Relevant proof points limited to the supplied evidence, connected to the prospect’s needs. 8. Assumptions, risks, and change-control triggers. 9. Next steps, including the exact approval, meeting, or information requested. Use clear business prose and short paragraphs. Before answering, check that every promised outcome maps to a listed deliverable and that no scope item is contradicted by an exclusion. Flag missing commercial or legal terms rather than filling them in. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [PROSPECT AND DECISION MAKER] | The prospect organization, proposal recipient, title, and relevant business context. | Northfield Components; Maya Patel, VP Marketing; mid-market industrial distributor entering two new regions. |
| [MY COMPANY AND OFFER] | Your company name and the service or product you are proposing. | Harbor & Pine Studio; B2B website messaging and demand-generation content program. |
| [DISCOVERY NOTES] | Specific problems, goals, stakeholders, constraints, and language from discovery. | Maya needs clearer regional positioning, sales-ready product pages, and a plan before the January trade show; sales cannot support long interviews. |
| [SCOPE] | Deliverables, responsibilities, timeline inputs, dependencies, and exclusions. | Two workshops, messaging framework, six product pages, three sales enablement sheets; client supplies product experts; excludes web development and paid media buying. |
| [TERMS AND PROOF] | Fees, payment terms, relevant approved case-study facts, and any contract constraints. | $28,000 fixed fee, 50% at kickoff and 50% on delivery; prior client improved qualified demo requests after a messaging rewrite, no percentage claim approved. |
| [NEXT STEP] | The exact action you want the prospect to take after reading the proposal. | Approve scope by October 10 and schedule a 45-minute kickoff with marketing and sales. |
How to use
- Paste notes from a real discovery call, including constraints and exact language the buyer used.
- Check that every promised result is supported by the scope, proof points, and commercial terms you supplied.
- Paste the result into Word, apply your approved styles, and have the commercial owner review pricing, liability, and payment language.
- Follow up with: “Create a one-page executive version for Maya’s CFO that keeps the same scope and lists only decision-relevant details.”
Variations
One-page proposal
Use this when a buyer needs a concise internal approval document.
Write a one-page business proposal for [PROSPECT] for [OFFER]. BUYER PROBLEM: [PROBLEM]. PROPOSED SCOPE: [SCOPE]. PRICE AND TERMS: [TERMS]. REQUIRED DECISION: [DECISION]. Use headings for problem, recommended solution, deliverables, investment, timeline, and next step. Keep it under 500 words and make each section skimmable. Tie each deliverable to a stated problem. Do not add case studies, guarantees, or terms not supplied. Check that price, scope, and requested decision are consistent before answering.
RFP response
Use this when you must answer formal evaluation criteria precisely.
Create a Word-ready response to this RFP: [RFP REQUIREMENTS]. OUR CAPABILITIES AND EVIDENCE: [CAPABILITIES]. PRICING AND DELIVERY MODEL: [TERMS]. For each requirement, write a direct response, name the proposed deliverable, provide supplied evidence, and note any exception or dependency. Include an executive summary, compliance matrix, implementation plan, pricing, and assumptions. Preserve the buyer’s terminology and section order where provided. Do not claim certifications, personnel availability, or outcomes not documented. Flag any mandatory requirement we cannot substantiate.
Proposal follow-up
Use this after a proposal has been sent and you need to clarify value without pressure.
Draft a concise proposal follow-up email to [RECIPIENT] about [PROPOSAL]. CONTEXT: [CONTEXT]. BUYER PRIORITIES: [PRIORITIES]. OPEN QUESTIONS: [OPEN QUESTIONS]. NEXT STEP REQUEST: [NEXT STEP]. Write 120-170 words with a useful recap of the specific decision, one relevant proof or scope detail, and a low-friction request for the next step. Do not create false urgency or imply approval. Check that every factual claim appears in the supplied context and offer two subject lines.
Tips
- Write scope as observable deliverables and acceptance points; “strategy support” creates room for disagreement that a workshop, document, or review cycle does not.
- Include exclusions near the scope, not in fine print, especially for implementation, data access, travel, software fees, and change requests.
- Connect each proof point to the buyer’s actual priority instead of stacking logos or unrelated success claims.
- Do not promise an outcome you do not control; identify the prospect’s dependencies such as approvals, data, interviews, or internal adoption.
FAQ
Can AI write a proposal without a discovery call?
It can draft a structure, but a persuasive proposal needs credible buyer priorities, scope boundaries, and a specific next step. Mark assumptions clearly if discovery is incomplete.
Should I include pricing in the first proposal?
Include it when the buyer expects a commercial proposal and your scope is defined. If scope is still uncertain, state the pricing assumptions or offer a paid discovery phase.
Can I paste the output directly into Word?
Yes. Apply your organization’s existing Word styles and have the appropriate owner review legal, security, and commercial terms before sending.