Create a decision-ready proposal for [PROSPECT COMPANY] based only on the information below. The proposal must help [DECISION MAKER] decide whether to take [REQUESTED NEXT STEP], not merely describe my services. My company and offer: [MY OFFER] Discovery notes and prospect context: [DISCOVERY NOTES] Scope, commercial terms, and constraints: [SCOPE AND TERMS] Relevant proof I can substantiate: [EVIDENCE] Use this process: 1. Distill the prospect’s current state, desired outcome, cost or risk of inaction, and stated decision criteria. Separate confirmed facts from assumptions. 2. Recommend a scope that directly addresses the confirmed priorities. State deliverables, exclusions, client responsibilities, milestones, acceptance criteria, and dependencies. Do not pad the scope with services I did not offer. 3. Explain the approach in plain business language: why this sequence, what the prospect receives at each stage, and how progress will be measured. 4. Use only the supplied proof. Tie each case study, result, or credential to a relevant concern; do not invent outcomes, logos, testimonials, or benchmarks. Produce 700–1,000 words with these sections: Executive Summary; What We Heard; Recommended Scope; Delivery Plan and Responsibilities; Investment and Commercial Terms; Relevant Evidence; Assumptions and Risks; Decision and Next Step. Make the next step concrete, including who should approve what and by when if that information is available. Before answering, check that every factual claim is supported by my inputs, and flag any missing commercial detail that could create a scope dispute. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [PROSPECT COMPANY] | Enter the prospect’s company name and, if useful, its industry. | Northline Dental Group, a 14-location dental practice network |
| [DECISION MAKER] | Enter the main buyer or approval group for the proposal. | COO Priya Shah and the operations steering group |
| [REQUESTED NEXT STEP] | Enter the action you want the prospect to take after reading the proposal. | Approve a 90-day scheduling workflow pilot by May 10 |
| [MY OFFER] | Describe your service or product, its intended outcome, and your delivery model. | Implementation consulting for patient scheduling workflows, including audit, redesign, staff training, and weekly adoption reporting. |
| [DISCOVERY NOTES] | Paste notes from calls, emails, research, and stated buying criteria. | No-show rate is 13%; front desks use different reminder scripts; COO wants fewer unfilled chairs without adding staff; IT requires use of existing Dentrix and texting vendor. |
| [SCOPE AND TERMS] | Enter proposed deliverables, timeline, pricing, payment terms, and any known constraints. | Pilot at three locations, eight weeks of implementation plus four weeks of measurement; $24,000 fixed fee; 50% at kickoff and 50% after implementation; client supplies a project lead and staff access. |
| [EVIDENCE] | Provide verified case studies, relevant results, credentials, or references you may use. | At Lakeshore Smiles, a similar 10-location group, our reminder workflow reduced no-shows from 15% to 10% in four months; result verified in the client’s monthly operations report. |
How to use
- Paste your discovery notes before drafting; vague notes produce a generic proposal.
- Check the scope against your actual delivery capacity, especially exclusions, client responsibilities, and acceptance criteria.
- Confirm every result and testimonial is approved for use before sending.
- Follow up with: “Rewrite the Executive Summary for a CFO who cares most about payback period and implementation risk.”
Variations
One-page proposal
Use when the buyer asked for a short internal decision memo.
Write a one-page proposal for [PROSPECT] to approve [NEXT STEP]. Use [DISCOVERY NOTES], [OFFER], [PRICE], and [PROOF]. Include: problem and impact, recommended scope, three deliverables, timeline, investment, assumptions, and a single approval request. Keep it under 500 words. Do not claim benefits not supported by [PROOF]. Flag any missing term that a buyer would need to approve.
Proposal follow-up
Use after sending a proposal and before a scheduled decision call.
Draft a concise proposal follow-up email to [BUYER] about [PROPOSAL]. Use [CALL NOTES] and [OPEN QUESTIONS]. Restate the agreed outcome, identify the two decisions still needed, and propose [NEXT MEETING]. Keep it under 180 words and use a direct subject line. Do not introduce a new price, deadline, or promise. Flag wording that could sound like pressure rather than a useful decision prompt.
Renewal proposal
Use for an existing client deciding whether to renew or expand.
Create a renewal proposal for [CLIENT] using [PERFORMANCE DATA], [CURRENT SCOPE], [CLIENT PRIORITIES], and [RENEWAL OPTIONS]. Produce 600–800 words with: results delivered, work remaining, recommended option, commercial terms, transition risks, and approval steps. Distinguish measured results from estimates. Do not blame the client for missed outcomes or invent ROI. Ask up to 3 questions only when essential renewal facts are absent.
Tips
- Write exclusions as clearly as deliverables; unspoken exclusions are where proposal disputes begin.
- Tie proof to the buyer’s stated concern instead of listing every past client or credential.
- Include the client’s responsibilities and data dependencies so the timeline does not imply unilateral control.
- If pricing has options, explain the operational difference between them, not just the price difference.
FAQ
Can AI write a proposal from a short brief?
It can draft a useful structure, but a strong proposal needs discovery evidence, commercial terms, and verified proof. Fill gaps before you send it.
Should a proposal include pricing?
Usually yes, unless the buyer explicitly requested a separate pricing document. State what is included, payment timing, and assumptions that affect the price.
How long should a sales proposal be?
Use the shortest format that lets the buyer approve scope, risk, and cost. A complex project may need detail; a familiar repeat purchase may need one page.