Practical Tips for Using AI in Writing Highly Customized Proposals: Part 2 - Structuring Input for Precise Outputs

At Hyphenate, we think about structuring input for AI all day, every day. It’s what we do, and it’s why we’re sharing this article with you. When it comes to writing highly customized proposals and SOWs, the difference between “good enough” and “truly great” often comes down to how you frame the information you provide to the AI. And while we’ve built systems to make this process easier and safer for our users, we understand that many organizations are still navigating this challenge manually.

In this post, we’ll explore why structuring input matters, practical tips for doing it effectively, and a key area that often gets overlooked: ensuring the AI knows your limitations. Because while AI can be a powerful collaborator, the risks of getting this wrong—such as overpromising or creating proposals that are impossible to execute—can be costly.

Why Structured Input Matters

AI is only as good as the information you feed it. Without clarity and organization, your AI-driven proposals risk being generic or missing the mark entirely. Structured input provides a clear roadmap for the AI, enabling it to deliver outputs that align with your goals and your client’s needs.

It’s not just about giving the AI data—it’s about organizing that data in a way that sets the stage for high-quality outputs.

Don’t Skip the “Limits” Conversation

Here’s a crucial, often-missed step: explicitly telling the AI what not to do. Without guidance, AI can create proposals that sound impressive but include elements you can’t deliver—or worse, that are prohibitively expensive or time-consuming.

For example:

• The AI might suggest custom features or workflows that go beyond your expertise.
• It might propose timelines or budgets that are impractical for your team.
• It could include ideas that haven’t been validated with the client, setting unrealistic expectations.

To avoid these pitfalls, outline your strategy clearly before generating any content. Define the scope of what’s possible within your resources, expertise, and timelines. Then, spot-check the AI’s outputs carefully for anything you didn’t intend to include. A small oversight can turn into a big cost when the AI adds details you can’t realistically implement.

Practical Tips for Structuring Input

1. Start with the big picture.
   Before writing anything, clarify your goals: What is the purpose of this proposal? What are you trying to achieve for the client, and how do your solutions align with their needs?
2. Organize information into categories.
   Break down your input into clear sections:some text
   • Client goals and challenges.
   • Project scope, budget, and timeline.
   • Limitations and constraints (what you can’t deliver).
   • Relevant past successes or similar projects.
3. Be specific, but conversational.
   Write inputs in plain language. Avoid jargon and ambiguity, and provide enough detail to guide the AI without overloading it with irrelevant information.
4. Define non-negotiables.
   Explicitly tell the AI what should and shouldn’t be included. If your team can’t meet a certain timeline or deliverable, make that crystal clear.

Making It Easier with Hyphenate

Structuring input for precise AI outputs is critical to generating effective proposals and SOWs. But let’s be honest: it’s also a lot of work. You need to be meticulous about what you provide, double-check the AI’s outputs for accuracy, and ensure the final product aligns with your business’s capabilities. That’s where Hyphenate comes in.

With Hyphenate, you don’t have to worry about how to structure your input—we do that for you. Our system is custom-built to your organization, so it understands your business’s unique limitations, capabilities, and past successes. Whether you’re outlining a strategy or need a fully fleshed-out solution, Hyphenate leverages your historical proposals and SOWs to generate relevant, customized outputs.

Even if you’re unsure of the solution, Hyphenate can identify similar past projects and use that knowledge to craft a proposal that’s both innovative and achievable. It’s a smarter, safer way to harness the power of AI without the risks of oversight.

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Structuring input is a skill, but it’s also a safeguard. By being intentional about what you provide to the AI and diligent in reviewing its outputs, you can avoid costly mistakes and create proposals that truly shine. And with tools like Hyphenate, you can make this process easier, more efficient, and less risky—leaving you to focus on delivering exceptional results to your clients.

Stay tuned for Part 3, our final post in this series, where we’ll discuss the art of iterative refinement and how to make AI-generated proposals even better through strategic feedback.

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