Client Proposal Draft from Requirements

What it does

Transforms raw client requirements — from a call transcript, email thread, or brief — into a structured proposal document. Goes beyond just formatting: it identifies scope ambiguities, suggests clear boundaries, and structures pricing so clients understand what they’re paying for and what’s explicitly excluded.

The Prompt

Draft a client proposal from the following requirements.

Client requirements:
[PASTE NOTES FROM CALL, EMAIL THREAD, OR BRIEF — raw and messy is fine]

My business context:
- What I do: [YOUR SERVICE — "frontend development" / "brand strategy consulting" / "data pipeline engineering"]
- Typical engagement size: [RANGE — "CHF 5-15k projects" / "monthly retainer of $3-8k"]
- My rate/pricing model: [HOURLY / PROJECT / RETAINER / VALUE-BASED — include numbers if comfortable]

Generate a proposal with these sections:

## 1. Executive Summary
3-4 sentences maximum. Restate the client's problem in THEIR language (not your service description), then state what you'll deliver and the key outcome they can expect. The client should read this and think "yes, they understand what I need."

## 2. Understanding of the Problem
Show that you listened. Bullet the key challenges or goals the client described. Flag any assumptions you're making: "Based on our conversation, I'm assuming [X]. Let me know if this differs."

## 3. Proposed Scope
Break deliverables into concrete items. For each:
- Deliverable: what they get (specific artifact, system, design, document)
- Definition of done: how they know it's complete (not "when I say so" — measurable criteria)
- Dependencies: what you need from them to deliver this

## 4. Explicitly Out of Scope
List 3-5 things that are adjacent to the project but NOT included. This prevents scope creep and shows professionalism. Format: "[THING] — not included in this engagement. Can be added as a follow-up phase at [ROUGH ESTIMATE]."

## 5. Timeline
Phase-based timeline with milestones. For each phase:
- Duration (weeks)
- Key activities
- Client review/approval points
Include buffer: add 20% to your honest estimate and present that as the timeline.

## 6. Investment
Present pricing clearly:
- Total cost or rate structure
- Payment schedule (deposit, milestone payments, final payment)
- What triggers each payment (tied to deliverables, not dates)
- Optional add-ons if relevant (priced separately)

Do NOT apologize for pricing or use diminishing language ("just", "only", "small investment of"). State the number with confidence.

## 7. Working Together
Brief section on:
- Communication cadence (weekly updates, async Slack, etc.)
- Tools you'll use
- What you need from the client (access, feedback turnaround, decision-makers in meetings)
- Revision/change request process

## 8. Next Steps
Exactly 2-3 concrete next steps. First step should be easy ("Reply to confirm you'd like to proceed" or "Sign the attached agreement"). Don't end with "let me know your thoughts" — that's not a next step.

Rules:
- Write in first person ("I" or "we" depending on your setup).
- Professional but warm. Not corporate-speak.
- If the requirements are vague in any area, flag it explicitly rather than guessing: "[NOTE: Client didn't specify X. Proposal assumes Y — adjust if needed.]"

Usage Notes

• Paste real client notes, even if messy. Typos, half-sentences, and stream-of-consciousness are fine — the prompt is built to extract signal from noise.
• The “out of scope” section is the most valuable part of any proposal. It prevents 80% of scope creep by setting expectations upfront.
• Tying payments to deliverables instead of dates protects both sides. The client pays for outcomes, and you don’t race against arbitrary deadlines.
• For larger engagements (>CHF 20k), add a “Risks and Mitigations” section: “If [X happens], we’ll [adjust by Y].”
• Edit the generated proposal for accuracy before sending — the AI structures well but doesn’t know your actual availability, exact rates, or client relationship nuances.