How to generate a proposal


Vague scope is one of the most common mistakes. If the language is broad enough to mean almost anything, the prospect may not understand what they're actually paying for. Other common problems include missing pricing, an unclear next step, and a proposal that doesn't match what was discussed during the initial conversation.
Writing the proposal is only part of the process. The notes, scope and pricing also need to become a document that is clear, polished and ready to send. Gridset brings the writing and design steps together, so less time is spent moving content between tools and formatting the final proposal. Point Gridset at a website URL or provide brand guidelines once, then use that brand context when creating proposals instead of rebuilding the design for every document.
A proposal has to turn a conversation into something clear enough to review and sign. Learn what a proposal needs to include and explore three ways to create one, from generating it with Gridset to drafting and formatting it by hand.
A good proposal turns a conversation into a clear plan of action. It should give the client enough information to understand the work, what it will cost, when it will be delivered and what happens next.
Writing one can take more time than expected, especially when the details are scattered across call notes, emails, pricing documents and previous proposals. This guide covers three ways to create a proposal: with Gridset, with an LLM, or manually in Word or Google Docs. It also explains what a proposal needs to include and how to turn the details of a conversation into a document that is ready to send.
Describe the required proposal, or paste in the call notes, scope, and quote details already available, and Gridset can generate and design the proposal in one step. If a draft already exists in a Word file, PDF, or Google Doc, Gridset can import it and design the existing content instead of starting from scratch.
Gridset is an AI proposal generator that can also apply brand details based on a website URL or brand guidelines PDF, so the proposal doesn't need to be formatted from the ground up every time. Once the content and brand are in place, the result is a proposal that is ready to review and send.
Here is the step-by-step process:
The result is a formatted, on-brand document with the scope, pricing and terms presented in a finished proposal rather than as a block of text that still needs to be designed.
An LLM is often the fastest way to turn rough notes into a first draft. Claude or ChatGPT can take the call notes, agreed scope, timeline and pricing and turn them into a structured proposal with the sections expected in a typical proposal.
The tradeoff is that an LLM primarily solves the writing problem, not the design problem. The output typically arrives as plain text, so the proposal still needs formatting, branding and visual organization before it is ready to send. Tables, pricing breakdowns and other information may also need to be adjusted manually to fit the final document.
Writing a proposal directly in Word or Google Docs provides complete control over the content and layout. For teams with an established proposal format, it can also be a straightforward way to reuse previous work.
The main drawback is the amount of manual work involved. Starting with a blank document means rebuilding the structure, while starting from an old proposal can mean removing outdated information and adjusting the formatting. Brand colors, fonts, spacing and other design details also have to be maintained manually.
Most proposals fall into one of four categories: solicited, informally solicited, unsolicited or renewal proposals. A solicited proposal responds to a formal request from a client, while an informally solicited proposal usually follows a conversation or informal request. An unsolicited proposal is a pitch made without a specific request, while a renewal proposal covers continued work with an existing client.
The type of proposal affects how much background and context it needs, but the core sections are generally the same. A strong proposal typically includes:
The scope deserves particular attention. It should be specific enough that both sides understand exactly what is included and what is not. A vague scope can create confusion later, while a scope that doesn't match the original conversation can make the entire proposal feel unreliable.
In most cases, yes. Including pricing gives the prospect a clear understanding of the proposed cost and makes the document easier to evaluate. If pricing depends on information that has not yet been confirmed, the proposal can explain the pricing structure or identify the outstanding details instead.
An RFP, or request for proposal, is a document a client sends to vendors asking them to submit an offer for specific work. A proposal is the response to that request. A proposal can also be created without an RFP, such as when a prospect asks for more information after an initial conversation or when a company makes an unsolicited pitch.