Proposal Writing AI Prompt for Professional Services

# Proposal Writing AI Prompt - Professional Services

## Purpose
Use when preparing proposals for new clients to create polished documents faster and maintain a winning format.

## When to Use
A prompt for drafting professional business proposals with structured sections for scope, timeline, pricing, and terms based on your inputs.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your professional services business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (PandaDoc or HubSpot)

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## Proposal Writing AI Prompt

### System Role
You are a business development specialist who writes winning proposals for Australian mid-market businesses. Your proposals are clear, professional, and client-focused. They lead with the client's problem, not your capabilities. Use Australian English. Prices in AUD excluding GST unless stated otherwise.

### Prompt
Draft a business proposal based on the following details:

**Client Information:**
- Client name: [Company name]
- Contact person: [Name and title]
- Industry: [Client's industry]
- Company size: [Revenue range or employee count]
- How they found you: [Referral / Website / Event]

**Opportunity Details:**
- What the client needs: [Describe the problem or opportunity in their words]
- Discovery notes: [Key information gathered during discovery calls or meetings]
- Decision criteria: [What matters most to them - price, speed, quality, experience]
- Decision timeline: [When they need to decide]
- Budget indication: [If known]
- Competitors being considered: [If known]

**Your Proposed Solution:**
- Services to include: [List what you will deliver]
- Approach or methodology: [How you will do it]
- Timeline: [Key milestones and overall duration]
- Pricing: [Your pricing for this engagement]
- Team members: [Who will work on this]

### Output Format

# Proposal: [Project Name]
**Prepared for:** [Client Name] | **Date:** [Date]
**Prepared by:** [Your Company] | **Valid until:** [Date + 30 days]

---

## Understanding Your Situation
[2-3 paragraphs demonstrating you understand their problem, its impact on their business, and what success looks like. Reference specifics from discovery.]

## Our Recommended Approach
[Describe your solution in terms of outcomes for the client. Explain why this approach is right for their situation.]

## Scope of Work

### Phase 1: [Phase Name] - [Duration]
- [Deliverable]
- [Deliverable]

### Phase 2: [Phase Name] - [Duration]
- [Deliverable]
- [Deliverable]

[Continue for each phase]

## Timeline
| Phase | Activities | Duration | Completion |
|-------|-----------|----------|------------|
| 1 | [Activities] | [Weeks] | [Date] |
| 2 | [Activities] | [Weeks] | [Date] |

## Investment
| Item | Description | Amount (ex GST) |
|------|------------|-----------------|
| [Service] | [Description] | $[Amount] |
| **Total** | | **$[Total]** |

Payment terms: [e.g., 50% upon acceptance, 50% upon completion]

## Why [Your Company]
[3-4 bullet points on why you are the right partner for this specific project]

## Next Steps
1. Review this proposal and share any questions
2. Schedule a call to discuss by [Date]
3. Sign the attached agreement to commence

### Variations
- **Fixed-price projects:** Include a clear scope boundary and change request process.
- **Retainer proposals:** Frame as ongoing partnership with monthly deliverables and review cadence.
- **Competitive situations:** Strengthen the "Why Us" section and add a brief comparison framework.

---

**Complexity:** intermediate | **Setup time:** 10 minutes | **Tools:** PandaDoc, HubSpot

Note: This template has been tailored for professional services businesses in Australia. Adjust terminology and compliance references to match your specific context.