Claude prompt for a sales quote or proposal

How to use it in Claude

1. Answer the questions above. Only the starred ones are required.
2. Click Copy prompt.
3. Open a new chat in Claude, paste the prompt, then paste anything the prompt asks for right below it.

The prompt is split into sections wrapped in simple tags like <task> and <rules>. Claude follows clearly separated instructions closely, so your rules don't get lost in the details.

If you've connected your email, calendar or other tools to Claude, choose "Let my AI look them up" and it can find the details itself.

Example: the finished prompt

For a sample company, Northside Supply. Yours uses your answers and your company profile.

<context>
My name: Sam Rivera
My role: Sales manager
My company: Northside Supply
What we sell: Commercial shelving and racking, installed in 2–3 weeks
Who we sell to: Warehouses and distribution centers
</context>

<task>
Write a quote email for Harbor Foods (Dana Lopez, ops manager), a prospect (not a customer yet).
</task>

<details>
What they need: Shelving for a new 20,000 sq ft warehouse, installed before May.
What I'm offering: 40 bays of pallet racking, $38,500 installed. Net 30. 10-year warranty.
Timeline: Install can start April 7, takes 3 weeks
Who decides and when: Dana and their CFO, by end of March
</details>

<rules>
- Tone: friendly and warm, but professional.
- Write like a real person in sales, not a marketer or a robot.
- No filler openers such as "I hope this email finds you well" or "I wanted to reach out".
- No buzzwords: avoid "leverage", "synergy", "circle back", "touch base", "unlock", "streamline", "game-changer".
- Short sentences. Plain words. Get to the point in the first line.
- My notes may be rough or have typos. Fix spelling and grammar, but keep my meaning.
- Use only facts I give you, in this prompt or in anything I paste or point you to. If something important is missing, put a [placeholder] in brackets instead of making it up.
- Never invent prices, discounts, quantities or dates. Use [price], [quantity] or [date] placeholders for anything I didn't give you.
- Connect each part of the offer to something they said they need.
- Do not mention: Don't mention price yet
</rules>

<output>
- An email that presents the quote: a specific subject line, a one-line recap of their need, the offer (what's included, quantities, price), timeline, and one clear next step.
- Under 200 words, with the offer as a short bulleted list.
- Give me only the finished text, ready to send. No explanations.
</output>

Why this prompt works

• Pick a quote email or a one-page proposal with set headings: their goals, our recommendation, what's included, investment, timeline and next steps.
• Prices and dates come only from you. Anything missing becomes a [price] or [date] placeholder.
• Add who decides and by when, and the AI builds the next step around it.