Step 1: gather what was actually said
Within a few hours of the meeting, write down the client's problem, goals, requirements, constraints, deadlines and budget references, using their words. Keep a list of what you do not know. The client meeting notes template gives you the structure.
Step 2: separate facts from assumptions
For each point, decide whether it was confirmed, hinted or assumed. Confirmed items go straight into the proposal. Hinted and assumed items go into an assumptions section, or into a question you ask before sending.
Step 3: close the gaps
Send a short follow-up email confirming the decisions and asking the open questions. Do this before writing prices.
Step 4: define scope and exclusions
State what is in scope and, just as clearly, what is out of scope. Add how changes are handled: who can request one, how it is priced, how it affects the timeline.
Step 5: build the proposal
A reliable structure:
- Executive summary: their problem and your proposed solution
- Objectives and success measures
- Scope and deliverables
- Timeline and milestones
- Assumptions and exclusions
- Price and payment terms
- Next steps and validity date
Step 6: price carefully
Prices, tax and payment terms are commitments. Check the maths, state what is included and set a validity date. If any commercial detail is unconfirmed, say so or ask before sending.
Step 7: review before sending
Read it as the client would. Does it say what they asked for? Are names, dates and numbers right? Would anything surprise them? Have someone else read it if it is high value.
Using MeetMemo for the draft
MeetMemo can draft the proposal from your meeting notes, mark sections it could not confirm, hold back export until you review them, calculate quotation totals and export a branded PDF. You still enter the prices and confirm the terms. See meeting notes to proposals and the article how to turn meeting notes into a proposal. The product is in early access, and drafts are for your review. A proposal is not legal advice.