Five prompts for the paperwork around winning a client: reading the brief, writing the proposal, defining scope, explaining your price and following up.
5 copy-ready prompts
Proposal to follow-up
Honest by design
The prompts
Prompt 1
Read the brief before you write
A job post or client message is vague and you need to know what to ask.
Here is a client brief:
"""
[paste job post or message]
"""
Analyse it for me:
1. What the client says they want, in one sentence.
2. What they probably need, if it differs.
3. Missing information I should ask about (budget, deadline, who decides, success measures).
4. Any warning signs, such as unrealistic scope, unclear ownership or very low budget.
5. Five questions to ask in a first call.
Base this only on the text. Do not assume facts that are not stated.
Why it works: Asking the right questions before proposing is often what separates a winning proposal from one among fifty.
Prompt 2
Write a proposal that restates the problem
Replying to a brief with something more specific than a template.
Write a freelance proposal for this project.
Client and project: [name and short description]
Their problem in their own words: [quote or summary]
What I will deliver: [list of deliverables]
My relevant experience: [2-3 real examples]
Timeline: [dates or weeks]
Price: [amount and what it includes]
Structure:
1. A short opening that shows I understood their problem.
2. What I will do, step by step.
3. Why I am a good fit, with one specific example.
4. Timeline and price.
5. A clear next step.
Keep it under 350 words. No claims I cannot back up, and no flattery.
Why it works: Open with their problem, not your biography. Clients read the first two sentences and decide whether to continue.
Prompt 3
Define scope and exclusions
Preventing "while you are at it" requests from taking over the project.
Help me write a scope of work.
Project: [description]
Deliverables I will provide: [list]
Number of revision rounds included: [number]
Things I will NOT do unless added: [e.g. content writing, hosting, ongoing support]
Client responsibilities: [e.g. provide content, feedback within 3 days]
Write:
- A clear scope section in plain language.
- An exclusions list.
- A short paragraph explaining how change requests are handled and priced.
Avoid legal jargon. I will have the final version checked before using it.
Why it works: Exclusions protect you more than inclusions. Say what is not part of the project as clearly as what is.
Prompt 4
Explain your price
The client says it is too expensive and you need a calm, honest response.
A client replied that my price of [amount] is higher than expected.
About the project: [summary]
What the price includes: [list]
What drives the cost: [time, skill, risk, rush deadline]
My flexibility: [e.g. reduce scope, phase the work, adjust timeline]
Write a reply that:
- Thanks them and explains what the price covers.
- Offers two or three options with different scope or timing.
- Does not apologise for my rates or attack theirs.
- Is under 150 words.
Why it works: Offering options moves the conversation from "yes or no" to "which version", which is usually easier to win.
Prompt 5
Follow up after sending a proposal
No reply for several days and you want to stay professional.
Write a follow-up message for a proposal I sent on [date].
Project: [short description]
What I offered: [one line]
Any deadline I mentioned: [date]
Tone: [friendly, formal]
Requirements:
- Under 80 words.
- Offer to answer questions or adjust the plan.
- Give them an easy way to reply, such as a yes, no or "need more time".
- Do not sound desperate.
Why it works: A reply of "need more time" is still useful. It tells you the proposal is alive and gives you a date to check back.
What makes a freelance proposal win
Most proposals fail for the same reason: they describe the freelancer, not the client's problem. A short proposal that shows you understood the job will beat a long one that lists your skills.
The structure clients respond to
1Show you read the brief by restating the problem in your own words.
2Describe your approach in plain steps.
3Give one relevant example of past work.
4State the timeline and price clearly.
5Make the next step easy.
Where AI helps and where it hurts
AI is good at structuring your thoughts, tightening wording and drafting a first version of boilerplate such as scope sections. It is poor at knowing the client, your real experience or your real availability. Supply those details, and edit anything that sounds generic.
Things to avoid
Copy-and-paste proposals. Clients can tell.
Claiming skills you do not have. It leads to missed deadlines and bad reviews.
Skipping the price. A proposal without a number wastes both sides' time.
Starting work before agreement. Get a signed scope and a deposit first.
Over-promising on timeline. Add a buffer for feedback delays.
