How to Build a Proposal Template with ChatGPT and Jasper AI

Let me set the scene: it’s 5 PM, and while everyone else heads home, I’m still here, piecing together a complex tech proposal template with all it sections. Back when I was a bid manager, this was my daily reality—juggling multiple sections, tailoring details for picky clients, and working to make each proposal look sharp enough for busy executives. After over a decade of proposal writing, I’ve seen it all.

AI writing tools have transformed the game. What once took entire weekends now takes just hours. AI writing tools streamline the writing process, boost productivity, and even offer grammar and plagiarism checks to ensure accuracy and originality. Plus, with the right prompts, tools like ChatGPT can sound polished and human-like, a skill I’ve found invaluable for writing proposals that resonate. In this guide, I’m sharing my process for building an AI proposal template you can reuse and adapt, saving time and delivering polished results.

Let’s get started.

Ideal Table of Contents for a Proposal Template

Here’s a reliable structure that works well for tech proposals, broken down into sections:

1. Executive Summary
2. Client Background and Problem Statement
3. Proposed Solution
4. Technical Approach
5. Scope of Work
6. Project Team
7. Timeline and Milestones
8. Case Studies and Past Successes
9. Budget and Pricing
10. Risk Management
11. Terms and Conditions
12. Conclusion and Next Steps
13. Appendices (include company bio, technical diagrams, glossary, and supporting documents)

Now, let’s explore each section and see how AI tools can help create effective content for each one.

Step-by-Step Guide: Building an AI Tech Proposal

Step 1: Write Executive Summary

In an AI proposal template, the Executive Summary sets the tone and makes the first impression, so it’s essential to keep it concise, compelling, and tailored to the decision-makers. This section should briefly cover the project’s main objectives, key benefits, and why your solution is the best fit. Since many executives focus solely on this section, make it impactful.

Best Tools for This Step:

• ChatGPT for creating a comprehensive first draft.
• Jasper’s Content Improver for refining and polishing the language to make it sharp and professional.

Using ChatGPT

1. Generate a First Draft: Start with ChatGPT to develop a clear, high-quality draft. ChatGPT’s versatility allows you to include all essential elements of the Executive Summary, providing a solid foundation.
   • Prompt Example: Try a detailed prompt to guide ChatGPT.

ChatGPT’s Output: Here’s an example of ChatGPT’s generated summary.

Refining with Jasper

1. Polish the Draft: Copy the ChatGPT draft into Jasper’s Content Improver. This feature will tighten the language, add polish, and ensure the summary sounds engaging and professional.
2. Select Tone: You can create your own tone for Jasper by giving examples of your writing. In the example below. I used Jasper’s default and that was the outcome:
   • Screenshot: Jasper’s Content Improver Result

The Result of Using Both ChatGPT and Jasper:

ChatGPT is excellent for generating a comprehensive first draft, covering all critical points in detail. Jasper’s Content Improver then refines this draft, making it more concise and impactful. Together, they let you create a well-rounded, polished Executive Summary that’s both informative and professional—perfect for busy executives who want key details quickly.

Step 2: Write Client Background and Problem Statement

Use this section to showcase a deep understanding of the client’s industry and unique challenges. Acknowledging their pain points early on builds credibility and demonstrates that your solution is tailored to address specific needs.

• ChatGPT to generate a comprehensive summary of the client’s challenges, such as data security vulnerabilities and compliance requirements.
• Jasper to refine and polish the language, ensuring the problem statement is clear, concise, and professional.

Using ChatGPT

1. Generate a First Draft: Begin with ChatGPT to create a comprehensive, high-quality draft. ChatGPT’s flexibility allows you to incorporate all key elements of the Client Background and Problem Statement, setting a strong foundation for this section.
   • Prompt Example:

ChatGPT’s Output:

Refining with Jasper

• Polish the Draft: Once you have your initial draft from ChatGPT, paste it into Jasper’s Content Improver. This tool will help refine the language, making the content more concise and impactful while maintaining professionalism.
• Select Tone: Choose the “Professional” tone option in Jasper to ensure the problem statement reads clearly and resonates with decision-makers.
• Review and Finalize: Review Jasper’s output and make any necessary adjustments for clarity and flow.
  • Screenshot: Jasper’s Content Improver Result

Why Use Both ChatGPT and Jasper?

Both ChatGPT and Jasper serve distinct yet complementary roles in the proposal-writing process. ChatGPT excels at generating a detailed foundation for each section, offering a breadth of information, structure, and context that makes it particularly useful for technical writing. Its ability to maintain context over long inputs helps ensure each section flows logically, making it ideal for drafting initial, content-rich versions of your proposal.

Jasper, on the other hand, shines when it comes to refining and enhancing language for clarity and impact. Its templates and marketing-focused tools allow you to condense lengthy sections, adjust the tone, and make the language more engaging and persuasive. This refinement is especially helpful for transforming dense technical content into more concise, reader-friendly language that resonates with your audience.

Additional Sections (Quick Overview)

• Proposed Solution: In your AI proposal template, use ChatGPT to outline unique advantages. Refine language in Word as needed.
• Technical Approach: Generate a clear outline of technical steps in ChatGPT and edit in Word.
• Scope of Work: Use ChatGPT to list deliverables, exclusions, and assumptions. Format in Word.
• Timeline and Milestones: Create milestone summaries in ChatGPT, and organize in Word using tables or SmartArt.
• Budget and Pricing: Draft in ChatGPT, then format using Word’s table tool.

Putting It All Together

• Set Up Your Master Template: Create a structured document in Microsoft Word based on your AI proposal template table of contents. Word’s template feature allows you to save and reuse sections.
• Generate Content with AI: Draft content in ChatGPT, keeping it concise and tailored. Refine as needed directly in Word.
• Add Simple Visuals: Use Word’s built-in tools (tables, charts, SmartArt) to create simple visuals like timelines and tables.
• Organize Reusable Blocks: Save sections like case studies, team bios, and pricing models in Word for easy reuse. This saves time and ensures consistency.
• Finalize and Export: Review each section for accuracy and flow. Save or export the proposal as a PDF directly from Word for easy submission.

For more on maximizing your workflow with AI writing tools, check out our list of our best tools here. Or check out an in depth comparison between ChatGPT and Jasper.