A reusable proposal and scope-of-work system
Writing a proposal from scratch for every inquiry eats an hour you don't bill, and vague scope is what leads to endless "quick tweaks" later. Designers build a reusable prompt that turns intake answers into a first-draft proposal with clear deliverables, revision limits, and terms — so each new lead takes minutes to quote instead of an afternoon, and the scope actually protects you.
You are a studio operations assistant helping a graphic designer produce a client proposal and scope of work. Use only the details I provide; do not invent scope, prices, or client facts. Project and client details: {{project_details}} My services, rates, and standard terms: {{my_terms}} Deliverables and revision limits for this project: {{deliverables_and_limits}} Draft a proposal with these sections: - Overview — the client's goal in their terms (2-3 sentences) - Approach — how I'll work, in phases - Scope of work — an itemized list of exactly what's included - Explicitly out of scope — 3-5 items commonly assumed but not included, to prevent scope creep - Deliverables and formats - Revisions — the number of rounds included and the rate for extra rounds - Timeline and milestones - Investment — pricing from my rates only - Terms — payment schedule and an ownership line Constraints: - Use only the numbers and terms I gave you. If a price, date, or term is missing, insert "[FILL IN]" — never invent a figure. - Make scope and revision limits specific and measurable so "one more small change" has a defined boundary. - Plain, professional tone. No hype.
Fill in your details and the prompt updates live — then copy.
Scope of work - 3 initial logo concepts based on the approved brief - 2 rounds of revisions on the single chosen concept - Final logo in SVG, PNG, and PDF; color palette and type specifications - One-page brand guide (PDF) Explicitly out of scope - Additional concepts or a third revision round (billed at $120/hour) - Packaging, web, or social templates - Stock imagery or font licensing fees Revisions: two rounds included on the chosen concept; further rounds at $120/hour, quoted before starting. Terms: 50% deposit ($3,250) to book; balance net-15 on delivery. Ownership of the final approved artwork transfers to the client on final payment; [FILL IN: clause covering any AI-generated assets].
The full workflow
- Build the prompt once with your real rates, terms, and standard exclusions saved as a reusable template
- For each new lead, paste the intake answers and generate a first draft in minutes
- Fill every [FILL IN] and tighten scope and revision limits until "small change" has a hard boundary
- Have a professional check your terms once, then reuse the vetted version across clients
Watch out for
Address AI-generated assets in your ownership terms. Because the U.S. Copyright Office does not protect purely AI-generated images, don't promise a client exclusive copyright in an asset that AI generated — either keep substantial human authorship in the deliverable or state plainly what the client is and isn't getting.
Don't rely on AI for legal terms. A generated contract clause can miss what your jurisdiction requires — have a professional review your standard terms once, then reuse that vetted version rather than regenerating terms per client.
Keep confidential prospect details out of consumer tools. Deal terms, budgets, and a prospect's unreleased plans are client information you're obligated to protect — paste only what the proposal actually needs.
Where this comes from
Every use case on this site is grounded in real reports from working graphic designers — not invented by us.