Proposal Writing Prompt Templates
You get a client proposal that restates their problem in their terms, gives a clear scope and price, and makes saying yes easy. The prompt below works in any AI assistant. It comes with a worked example, the mistakes that make AI output for this task weak, and variations for common situations.
Write a proposal for a client project. ## Client Who they are: [company and contact role] Their problem in their words: [what they told you] What success looks like for them: [measurable if possible] ## My proposal Approach: [how you will solve it] Scope: [deliverables included] Out of scope: [what is not included] Timeline: [phases and dates] Price: [fixed, phased, or options] Why me: [relevant experience and results] ## Instructions - Open with their problem and goal, not my company history. - Scope must be specific enough that we would both agree on whether it was delivered. - Include an "out of scope" list to prevent scope creep. - If useful, offer two or three pricing options with clear differences. - End with the exact next step and a date to decide. - Use only my facts. Do not invent case studies. ## Output format Sections: summary, goals, approach, scope and deliverables, timeline, investment, why us, next steps.
How to use this prompt
- 1
Copy the prompt
Use the copy button, or type its Retext trigger in any app to paste it.
- 2
Open your AI assistant
Start a new chat in ChatGPT, Claude, Gemini or whichever assistant you use, so earlier messages don't steer the answer.
- 3
Fill in the brackets
Replace every [bracketed] part with your real details. Specific inputs are what make the answer specific.
- 4
Check and refine
Read the result against the goal above, then reply with one change at a time.
Worked example
What you give it
Client: a 12-person accounting firm, contact is the managing partner. Problem: "Our website looks like 2012 and nobody calls from it." Success: 10 consultation requests a month from the site. Approach: rewrite copy, redesign 5 pages, add a booking form. Out of scope: blog posts, ongoing SEO. Timeline: 6 weeks. Price: $8,500 fixed, or $11,000 with 3 months of monthly tweaks. Why me: rebuilt sites for 4 accounting firms; one went from 2 to 14 inquiries a month.
What a good answer looks like (shortened)
Summary Your website is not bringing in clients. Over 6 weeks, we will rewrite and redesign your five core pages and add online booking, with a goal of 10 consultation requests a month. Scope and deliverables - New copy and design for Home, Services, About, Team and Contact - An online consultation booking form - Launch on your current domain Out of scope: blog posts, ongoing SEO. Timeline Weeks 1 to 2: interviews and copy. Weeks 3 to 5: design and build. Week 6: review and launch. Investment - Option A, website rebuild: $8,500 fixed. - Option B, rebuild plus 3 months of monthly updates based on inquiry data: $11,000. Why us We have rebuilt sites for four accounting firms. One went from 2 to 14 inquiries a month. Next steps Choose an option by [date] and we can start interviews the following week.
Tips for better results
- •Use the client's exact words in "Their problem in their words." Hearing their own phrasing back shows you listened.
- •Fill in Out of scope every time. It is the cheapest protection against scope creep.
- •Make the Price options differ in value, not just in size, so the choice is about what they need.
- •Avoid this: Leading with your own background instead of the client's problem, which makes the proposal feel like a brochure.
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Our best AI prompts in one Markdown file, delivered by email. The templates here stay free either way — the pack just saves you the copying.
Variations
Short email proposal
Change Output format to: An email under 250 words with problem, scope, price, timeline and next step.
Internal proposal
Replace Client with: My manager and finance team. Focus on cost, expected return and risk, and add a budget table.
RFP response
Add this section: ## RFP requirements [paste them] and answer each requirement in order, with a heading for each.
Save it as a Retext snippet
Retext is a free text expander for Mac. Save this prompt once, then type ;proposal in any app (ChatGPT, Claude, your editor, a browser tab) and the full prompt is pasted in.
- Click Add to Retext. The prompt installs as a snippet with the trigger ;proposal.
- Change the trigger in Retext if you prefer a different one.
- Type the trigger wherever you want the prompt, then fill in the brackets.
Frequently asked questions
How long should a client proposal be?
Long enough to make scope, price and next steps unmistakable. For most small projects, two to four pages works better than a long document.
Should I include multiple pricing options?
Two or three options often help clients say yes, because the choice becomes which option rather than whether to hire you. Make sure each option has a clear reason to exist.
How do I reuse this prompt without copying it every time?
Click Add to Retext to save it as a snippet. Then type ;proposal in any Mac app, including your AI tool, and the full prompt is pasted in.
Related Templates
Get the free prompt pack
Our best AI prompts in one Markdown file, delivered by email. The templates here stay free either way — the pack just saves you the copying.