The era of Generative AI (Gen AI) is here — and it's redefining how proposal teams craft RFP and RFI responses. By using Gen AI strategically, teams can shift from reactive, rushed submissions to streamlined, high-impact proposals that win more business.
In this article, we'll cover why Gen AI matters, best practices for prompting, proposal-specific AI workflows, practical governance guidelines, and 30 ready-to-use prompt examples you can apply today.
Why Gen AI Matters for Proposal Teams
The impact of Gen AI on proposal management is undeniable:
89% of bid and proposal professionals have experimented with AI; 90%+ say proposal teams are now critical to driving revenue growth (Winning the Business).
34% of proposal teams are already actively using Gen AI (APMP).
77% report growing workloads, with AI viewed as a much-needed solution.
C-Suite Leadership: Automation strategies are now boardroom priorities, according to Forrester's 2024 Automation Survey.
Bottom line: Generative AI isn't optional anymore — it's your competitive advantage.
Prompt-Engineering Fundamentals: How to Get Better AI Results
Writing great prompts leads to high-quality AI output. Here's what works:
Assign a Role: Give the AI a clear role (e.g., "You are a compliance expert...").
Add Real Examples: Provide examples of past winning answers to guide style and tone.
Request Step-by-Step Logic: Especially for complex compliance or technical topics.
Control Temperature Settings: Lower settings produce more precise, fact-based results.
Use System and User Prompts Separately: Set behavior upfront, then give task-specific instructions.
Top 5 Quick Tips for Prompting:
Be very specific about what you want.
Feed examples whenever possible.
Ask for drafts, then revisions.
Review and tweak outputs carefully.
Iterate — good prompts get even better over time.
Sources: OpenAI Cookbook, OpenAI Help Center, Tom's Guide
Proposal-Specific Gen AI Best Practices
Leading proposal teams use Gen AI to speed up work without sacrificing quality. Here's how:
Follow a Workflow: Draft > Edit > Summarize > Tailor.
Enforce Compliance Checks: Double-check that every answer meets RFP requirements.
Match Tone and Voice: Tune AI responses to sound like your brand.
Validate with SMEs: Always have subject matter experts review important sections.
Use Revision Loops: Editing and polishing are crucial — never settle for first drafts.
Risk, Governance & Ethical Guardrails
Using Gen AI safely requires clear internal guidelines. Think of it like this:
Govern: Set clear policies for how your team uses AI.
Map: Understand where AI tools fit into your proposal process.
Measure: Check regularly if AI is improving outcomes and if there are any new risks.
Manage: Adapt and update processes as AI technology evolves.
Other Best Practices:
Use secure, trusted AI platforms.
Always cite sources clearly.
Customize AI settings to meet your organization’s standards.
And remember: Final reviews must stay human-led to ensure quality, ethics, and compliance.
30 Practical Gen AI Prompts for Proposal Teams
General Response Writing
Draft a 300-word executive summary for a cybersecurity RFP.
Write a pricing response emphasizing value without discounting.
Summarize a 5-page RFI into 5 bullet points.
Tone Matching & Voice
Rewrite a response to sound more formal and authoritative.
Adjust a paragraph to match a consultative tone.
Simplify technical content for a government agency audience.
Compliance & Accuracy
Check an answer for compliance with section 4.2 of the RFP.
Identify language that could breach confidentiality.
Validate a response against a compliance matrix.
Knowledge Management
Retrieve winning answers on data security topics.
Update content to reflect new product features.
Highlight outdated statistics or claims.
Efficiency & Summarization
Condense three case studies into a single-page summary.
Draft a checklist based on a statement of work.
List key differentiators from a longer paragraph.
Editing & Quality Assurance
Suggest edits for clarity and flow.
Rewrite a response to eliminate passive voice.
Identify sections that need stronger data or evidence.
Tailoring Responses
Adjust a response for a state government audience.
Highlight sustainability efforts for a green energy prospect.
Tailor an executive summary for a healthcare RFP.
Risk Management
Spot statements that could create legal exposure.
Suggest safer language for forward-looking statements.
Flag content requiring legal team review.
Role-Based Prompts
As a compliance officer, draft the security section.
As a technical SME, summarize product scalability.
As a client manager, personalize a proposal introduction.
Collaboration & Project Management
Draft a project timeline from listed deliverables.
Summarize internal feedback into action items.
Create a kickoff email for SME alignment on an RFP.
Make AI Your Competitive Edge
Proposal teams who use Gen AI thoughtfully will reclaim time, eliminate mistakes, and win more deals. When you combine smart prompting, clear governance, and human oversight, you set your team up for lasting success.
Ready to see what’s possible? Learn how Settle can help you automate smarter, answer faster, and win more. Schedule a Demo Today.