Frame the document

In the accompanying message, summarise the problem the proposal addresses and identify the key choices. Explain any assumptions that need confirmation. Avoid expecting a long document to speak entirely for itself. The recipient may forward it to colleagues who were not part of earlier discussions, so the proposal should contain enough context to stand alone.

Define the next conversation

Suggest a review step appropriate to the size and complexity of the project. Make it clear whether the recipient is being asked to comment, select an option or begin an approval process. Keep scope, commercial terms and open questions distinguishable. If the proposal changes, issue a clearly identified revision rather than allowing several conflicting versions to circulate. Good proposal handling reduces uncertainty on both sides.

Imagine this

Hypothetical example

A hypothetical supplier sends two rollout options and highlights the assumptions about team size and support ownership. The email asks the buyer to review those assumptions before a scope discussion. It does not imply that a positive reply to the introduction constitutes acceptance of all terms.

Make it practical.

Use this checklist as you read. Checks are not stored.

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