# AI prompts for proposals and quotes

> How to write a clear proposal or quote email with AI. Prompts that turn your call notes and prices into something a buyer can say yes to.

By Corey Leon. First posted 2026-10-28. Updated 2026-10-28. Source: https://www.simpleai.community/blog/ai-prompts-for-proposals-and-quotes/
License: CC BY 4.0 (https://creativecommons.org/licenses/by/4.0/). Credit Simple AI with a link.

Question: How do I write a proposal or quote email with AI?

To write a proposal or quote email with AI, paste in your call notes, the buyer's problem in their own words, and your real prices, then ask for a short email that restates the problem, shows what they get, gives the price, and ends with one clear next step. You give the facts and numbers. The AI only shapes them into something easy to read. Always check every price, date and promise before you send it.

## Steps

1. **Gather the facts.** Your notes from the call, what they asked for, quantities, prices, delivery or start dates, and any terms. Have your real price sheet open.
2. **Write their problem in one line.** Use their words from the call. A quote that starts with their problem gets read. A quote that starts with your company history gets skipped.
3. **Use a prompt below.** Tell the AI the format you want: a short email, a one page proposal, or a quote with a simple list.
4. **Check every number.** AI can add wrong or change a figure. Do the math yourself or in your spreadsheet.
5. **Send with one next step.** A call to go over it, a date to sign, or a PO number. Then set a reminder to follow up with something new if you do not hear back.

## Prompts you can copy

### The quote email

```prompt
You are helping a sales rep write a quote email to a buyer.

The buyer: [name, title, company]
What they told me on the call: [paste notes]
What I am quoting: [items or service, quantities, prices, delivery or start date, terms]

Write an email under 150 words:
1. One line that restates their problem in their words.
2. A simple list of what they get and the price for each, then the total.
3. One line on what happens next and when.
4. End with one clear question, like a time to go over it or the date they need to order by.

Use only the numbers I gave you. Do not add discounts or promises. Plain words.
```

### The one page proposal

```prompt
Turn my notes into a one page proposal.

Notes from discovery: [paste]
My offer and price: [paste]
Who will read it: [the buyer, plus their boss or finance]

Use these headings: The problem, What we will do, What you get, Timeline, Price, Next step.
Each part under 60 words. Write so someone who missed the call can understand it. Use only facts in my notes. If something is missing, write [MISSING: what] so I can fill it in.
```

### Three options, good, better, best

```prompt
I want to give the buyer 3 options instead of one price.

What they need: [problem]
What I can offer: [list of items or service levels with real prices]

Build 3 options. Name each one plainly. For each, list what is in it, the price, and who it is best for in one line. Put the one I think fits best in the middle. Use only my prices.
```

### Chase a quote that went quiet

```prompt
I sent this quote [number] days ago:
[paste the quote email]

Write a follow up under 60 words that adds one useful thing, like a lead time update, a question about their timing, or a simple way to start smaller. Do not say "just checking in" or "following up on my quote". End with one easy question.
```

## Example

This is a made-up example.

Input: "Buyer is Raj, plant manager at a small food packaging plant. Their old shrink wrap machine breaks down twice a month and costs them shifts. Quote: one machine at $18,400, install $1,200, 3 weeks lead time. Next step: he needs to show his owner."

A good quote email:

"Hi Raj, you said the old wrapper goes down about twice a month and you lose a shift each time. Here is the quote: new wrapper $18,400, install $1,200, total $19,600. Lead time is 3 weeks from PO. Want me to join a 15 minute call with your owner this week to answer questions?"

## Tips

- Lead with their problem, not your company.
- Keep the price easy to find. Do not hide it in paragraph four.
- If more than one person decides, write it so the person who missed the call gets it.
- Save your best quote email as a template and paste it in as "match this format".
- If a deal is stalling, see [deals at risk](/money/dealsatrisk/).

## What not to do

- Do not let AI invent prices, discounts or delivery dates. Give it the numbers and tell it to use only those.
- Do not paste private pricing or customer data into a tool your company does not allow. Ask your boss which tools are approved.
- Do not send a 10 page proposal when they asked for a price.

## FAQ

### Can AI do the math on my quote?

It can, but do not trust it alone. Check totals in a calculator or spreadsheet, or ask Copilot in Excel to build the totals from your price list and check the formula.

### Should I send a quote by email or PDF?

For small quotes, the email itself is fine and easier to read on a phone. For bigger deals, send a short email plus a PDF so they can forward it inside their company.

### How do I make my proposal stand out?

Use their words, keep it short, and make the next step obvious. Most proposals are long and about the seller. Yours should be about their problem.

### What if they ask for a discount?

Ask what is driving it first. If you can, trade for something, like a bigger order or a longer term, instead of cutting the price for nothing.