The Proposal Prompt Template

Paste it into ChatGPT or Claude, fill in the job, and get a usable first draft of a proposal.

AI basicsAI prompt

The prompt

You're helping me write a proposal for a construction job. Use only the facts I give you. If something you need is missing, ask me before you write anything. Do not change any numbers.

ABOUT MY BUSINESS
Trade: [e.g., commercial interiors GC / remodeler / electrical sub]
Service area: [city or region]
Years in business: [#]
License / insurance line: [e.g., Licensed and insured in Michigan, License #____]
What we're known for: [1-2 things customers say about us]

THE JOB
Client: [name or type, e.g., homeowner, property manager, GC]
Location: [area or address]
Scope, in plain words: [what we're doing]
Size / quantities: [sq ft, rooms, fixtures, LF]
Schedule: [start window, duration]

WHAT'S IN AND WHAT'S OUT
Included: [list]
Not included: [list]
Allowances: [list with amounts]

PRICE AND TERMS
Price: [total, or line items]
Payment terms: [deposit, progress payments, final]
Quote valid through: [date]

HOW I TALK (match this tone)
[Paste an email or text you've already sent a customer]

WRITE
1. A 3-sentence intro
2. Scope as bullets
3. Inclusions and exclusions
4. Schedule
5. Price and payment terms, exactly as given
6. The next step (how to approve)
Plain language. No hype words. Under 400 words.

Before you send it

Check every number against your estimate. AI drafts, you sign.
Contract terms and warranty language should come from your attorney, not the AI.
Leave out customer details you don't want stored in an AI tool, such as personal phone numbers and financial info.
Save your filled-in About My Business and How I Talk sections so next time you only fill in The Job.

Doing this by hand every week?

Get one office fix a week by email, including the automated versions once they're tested.