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Writing client proposals is part craft and part process. AI speeds the drafting and iteration stages but it does not replace your judgment. Use AI to generate clear, persuasive first drafts, sharpen messaging, and produce consistent proposals at scale. Combine generated text with project context and the editor features you already use to produce proposals clients trust.
Speed: Draft high quality proposals in minutes instead of hours.
Consistency: Maintain a consistent tone, structure, and set of deliverables across clients.
Personalization at scale: Start with a tailored draft and quickly adapt language for each client.
Better edits: Use AI to suggest stronger phrasing and clear up ambiguity.
Use AI for first drafts, summaries, and reusable sections like scope, timelines, and pricing tables.
Avoid relying on AI for final decisions about scope, legal language, or pricing strategy. Always verify accuracy and customize for the client.
1. Collect project context. Gather client name, project goals, success metrics, timeline, budget range, stakeholders, and any prior conversations. The richer the context the better the output.
2. Use a structured prompt to draft the proposal. Feed the AI a short brief and a desired tone. Example prompt is below in the Prompts section.
3. Edit with intent. Replace generic phrases with client specifics. Ensure deliverables, milestones, and acceptance criteria are crystal clear.
4. Run targeted refinements. Use editor AI features to rewrite sections, simplify complex paragraphs, or fix grammar for clarity.
5. Add pricing and payment terms. Present options (basic, recommended, premium) and include payment schedule, late fees, and cancellation terms.
6. Final quality check. Verify numbers, dates, deliverable scope, and links. Have a short QA checklist before sending.
Draft the proposal (full):
You are an expert freelance [role] writing a client proposal.
Client: [Client Name].
Project: [Short description].
Goals: [1-3 goals].
Deliverables: [list].
Timeline: [weeks/months].
Budget: [range].
Tone: professional, confident, concise.
Write a proposal with:
Executive summary
What we will deliver
Timeline and milestones
Pricing and payment terms
Acceptance and next steps.
Keep it under 800 words.
Rewrite for clarity:
Rewrite the highlighted paragraph to be
clearer and more persuasive.
Use plain language and remove filler.
Keep the meaning and the key numbers.Shorten for email intro:
Create a 2-3 sentence summary of this proposal
suitable for an email introduction.
Emphasize the main benefit and the suggested next step.Below is a short sample showing how a generic paragraph becomes client-ready after AI drafting and a quick edit.
Before (generic draft):
We will design and build a website that meets your needs.
The site will be responsive and include
pages for key information.
We will test and launch the site when ready.After (edited for client):
We will design and build a responsive 5-page
website for [Client Name], including a homepage,
services page, case studies, blog, and contact page.
The site will use your brand assets,
be optimized for mobile, and include a
content management system with an editor guide.
We will run cross-browser testing, perform
basic SEO setup, and launch to your host on or before [date].Below is a ready to use proposal template. Copy, paste, and replace bracketed fields. This is intentionally plain text so you can paste into email, docs, your CMS or even better your Overbooked data room resources.
Proposal: [Project Title]
Client: [Client Name]
Prepared by: [Your Name] — [Company/Brand]
Date: [Date]
Executive Summary:
We will help [Client Name] achieve [primary goal] by [brief approach].
The project will focus on [key outcome 1], [key outcome 2], and [key outcome 3].
Estimated timeline: [weeks/months].
Estimated fee: [amount or range].
Scope of Work
Discovery (Week 1):
Kickoff meeting with stakeholders
Review of existing assets and technical constraints
Deliverable: Project brief and success metrics
Phase 1 — Design (Weeks 2–4)
Deliverable: Wireframes and visual mockups for homepage and one template page
Two rounds of feedback included
Phase 2 — Build (Weeks 5–8)
Deliverable: Fully responsive site, CMS setup, and one round of QA
Phase 3 — Launch & Handover (Week 9)
Deliverable: Launch checklist, editor guide, and training session Deliverables
[Deliverable 1 — description and acceptance criteria]
[Deliverable 2 — description and acceptance criteria] Timeline & Milestones
Kickoff: [date]
Design review: [date]
Beta launch: [date]
Final launch: [date] Pricing & Payment Total: [amount] Payment schedule:
50% deposit to start
25% on design approval
25% on final delivery
Payment methods: [your preferred methods]. Invoices due in 14 days.
Late payments incur [X]% fee per [period].
Assumptions & Exclusions
Content will be provided by the client unless otherwise specified.
Third-party licenses and hosting costs are not included.
Change requests beyond the included rounds will be scoped separately.
Acceptance To accept this proposal, reply with “I accept” or sign and return this document. Work will begin upon receipt of the initial payment.
Contact
[Your name]
[Email]
[Phone]
[Website]
Simplify selection: Select a dense paragraph and use "simplify selection" to make complex explanations clearer. This is ideal for technical scopes or legal wording that needs plain language.
Fix grammar: Run "fix grammar" on any section to clean up tense, punctuation, and passive voice before sending.
Rewrite selection: Use "rewrite selection" to change tone or length quickly — for example make a paragraph more formal for enterprise clients or more casual for startups.
Project context integration: When the AI drafts proposals inside Overbooked, it can access project context such as past communications, agreed milestones, and asset lists. That makes generated text far more accurate and reduces editing time because the draft already reflects project specifics.
Keep core sections consistent across proposals so clients can compare options easily.
Create reusable blocks for scope, timelines, and payment terms in your template library.
Use AI to generate personalization lines based on the client’s brief, not to invent facts.
Always confirm technical or legal statements with a human review.
Numbers and dates are accurate.
Deliverables include clear acceptance criteria.
Pricing and payment terms are spelled out.
Email intro and subject line are tailored to the client.
Run a final "fix grammar" pass and a quick rewrite for tone if needed.
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