AI Prompt Guide for Irresistible Proposals

You’re probably already using ChatGPT, Copilot, or another AI tool – perfect for testing ideas, streamlining your writing, and speeding up your workflow. But let’s be honest: you know the usual responses by now. They often result in a technically correct, somewhat slick sales pitch that lacks soul – certainly not the type of copy that connects with a client. The real value lies in how you craft your prompts. That’s what distinguishes safe, generic proposals from those that truly resonate by addressing your client's pain points, building trust, and persuading effectively. In this blog, you won’t get the basics – you’ll learn smart techniques, see practical examples, and gain a toolkit to harness AI more strategically. After all, writing proposals with AI isn’t about adding more text; it’s about providing better input.

Why Use AI for Crafting Proposals

AI can quickly structure and summarize content while offering fresh perspectives. This not only saves time but also sparks inspiration, especially when you’re stuck. However, remember that AI won’t automatically produce a persuasive proposal. Your own expertise and empathy are crucial because, at its core, a proposal is about connecting with your client.

Prompting = Briefing

Prompting is simply about giving instructions to AI, but it goes beyond typing a question and hoping for a good answer. A prompt is essentially the brief you provide to your AI. The clearer the brief, the better the output. Just like with a photographer – merely saying 'take a photo' is vague. Provide details (headshot, close-up, natural lighting, friendly vibe) and you’ll get much better results.

The Building Blocks of a Strong Prompt

Prompting becomes powerful when you understand what constitutes a good prompt. These building blocks help you make every prompt sharp and targeted:

• Context – Who is the client, what’s the situation, and what are you aiming to achieve?
• Role – In what capacity should AI respond? (For instance, as a Copywriter, sales trainer, or client.)
• Style – What tone suits you and your client? (Examples: friendly, professional, energetic)
• Format – Do you prefer bullet points, flowing text, or perhaps a comparison table?
• Focus – Clearly specify what you do and don’t want (e.g., no jargon, concise sentences).

The Importance of Roles in Your Prompts

Assigning a role in your prompt is a smart way to steer the AI’s output. For example, you might ask AI to write as an experienced Copywriter, Sales Professional, or Editor. This not only adjusts the tone but also sharpens the content’s focus. A Copywriter brings creative angles, engaging phrasing, and storytelling; a Sales Professional emphasizes client value, pain points, and persuasive calls-to-action; and an Editor critically refines your proposal, offering concrete improvements that make the text tighter and more client-focused without losing substance. Choosing the right role ensures AI output that is targeted, convincing, and practical for your proposals.

Tip:

Registering for a bid? Consider assigning two roles: one as a Copywriter for bids and another as a Tender Writer.

Step-by-Step Refinement

Keep in mind that even the best prompt won’t hit the mark on the first try. Think of prompting as a conversation: you start, the AI responds, and you guide it along. AI is smart, but not omniscient. It needs to be fed context and direction. Proposals hinge on nuance: using the right client language, tone, and persuasive power. A vague prompt yields vague, flat text. Asking for 'a good proposal' will get you standard copy. A focused prompt—rich in context and clear instructions—builds the trust and persuasion that make a proposal stand out. For example, you might say: "Write a compelling introduction for a proposal targeting a creative entrepreneur struggling with time constraints, emphasizing that my solution saves time and delivers peace of mind. Use an energetic and friendly tone." This way, the resulting text fits perfectly and advances your refinement process.

Tip:

If you’re unsure whether your prompt is detailed enough, ask AI to refine your prompt for better output.

Example Prompts for Each Proposal Section

Intro (the hook)

"Write a captivating introduction in no more than 5 sentences for a proposal aimed at a creative marketing manager facing time constraints. Emphasize how my solution saves him at least 3 hours per week and reduces stress. Tone: energetic, friendly, and inspiring. Role: Copywriter/Sales Professional."

"Provide 3 alternative opening lines for a proposal targeting a budding e-commerce entrepreneur that clearly convey how my service boosts revenue and simplifies planning. Avoid buzzwords, keep it human and intriguing. Also, include the entrepreneur’s remark: 'Cruyff was right: every advantage has its downside.' Role: Copywriter/Sales Professional."

Approach (the bridge)

"Rewrite the section on my process into a concrete 4-step bullet plan that clearly outlines what the client receives, how long it takes, and the expected results. Keep the tone professional yet approachable. Role: Copywriter/Sales Professional."

"Translate the following technical explanation of my process into a client-friendly text at a B1 level, in no more than 800 words, focusing on ease, speed, and reliability. Role: Copywriter/Sales Professional."

Client Benefits (the core)

"Analyze this proposal and provide 5 concrete suggestions to make the benefits for the client more tangible – such as time savings, cost reduction, or stress relief. Be specific. Use the attached report. Write in clear, client-focused language. Role: Copywriter/Sales Professional."

"Outline 3 rational and 3 emotional benefits of my solution for a client in the creative sector. Each benefit should be one short sentence and immediately relatable to the client. Role: Copywriter/Sales Professional."

Closing (the call-to-action)

"Write 3 variants of a persuasive closing for this proposal. Encourage the client to respond within a week. Tone: friendly with a hint of urgency, with a maximum of 2 sentences per variant. Role: Copywriter/Sales Professional."

"Rewrite my current closing to clearly communicate that I am available for an introductory meeting, highlighting that it’s free and no-obligation, and finish with a warm, personal tone. Role: Copywriter/Sales Professional."

Evaluation / Editing (AI as Editor)

"Review this proposal and assess whether the tone is persuasive, human, and client-focused. Consider the buyer persona provided below. Offer 5 concrete improvement suggestions with sample sentences to better emphasize the client benefits. Role: Copywriter/Editor."

"Analyze this proposal from the perspective of a busy purchasing manager. Which sentences might they skip or not understand? Provide 5 specific enhancements with sample texts. Role: Copywriter/Editor."

"Evaluate this proposal’s readability and structure. Suggest ways to build paragraphs more logically and to highlight key benefits more clearly, including concrete rephrasing. Role: Copywriter/Editor."

"Check this proposal for redundant words and repetitions. Create a shortened version of the attached annual report outlining developments over the past 5 years – no more than 20% shorter without losing content, and display the rewritten sections. Role: Copywriter/Editor."

"Review this proposal and identify where the client benefits aren’t concrete enough. Rewrite those sections so each benefit is immediately measurable or tangible, whether in terms of time, money, or ease. Role: Copywriter/Editor."

AI is not a magic bullet, but with the right prompts and roles, it becomes a powerful tool to make your proposals irresistible. Experiment with these example prompts, refine them, and discover what works best for you.

Good luck!