For Proposal Writers ·
What you'll accomplish
By the end of this guide, you'll have ChatGPT configured with your proposal work context — your firm's typical contract types, agency focus, proposal voice, and common tasks — so every conversation starts from shared knowledge instead of you re-explaining your situation each time.
What you'll need
Log into chatgpt.com. Click your profile icon or initials in the bottom-left corner of the screen. Select "Customize ChatGPT" from the menu.
What you should see: A settings panel with two text fields: "What would you like ChatGPT to know about you?" and "How would you like ChatGPT to respond?"
In the first field, describe your role and firm. Customize with your real details:
I'm a proposal writer at a government contracting firm specializing in [IT services / defense / professional services / etc.]. We primarily respond to [DoD / civilian agency / both] solicitations.
Our typical contract types: [FFP IT support services, T&M professional services, IDIQ task orders under OASIS+ / CIO-SP3 / etc.]
Key agencies we target: [DoD (Army, Navy, Air Force), DHS, VA, DOE, etc.]
Our firm's certifications and differentiators: [e.g., "8(a) certified through 2028," "FedRAMP Authorized on AWS GovCloud," "incumbent on 3 active programs at DHA"]
Typical proposal team size: [2–5 writers] working under [Shipley / APMP] methodology with Pink/Red/Gold color review process.
I regularly need help with: writing technical and management sections, editing SME contributions, building compliance matrices, drafting past performance write-ups, and executive summaries.
In the second field, tell ChatGPT exactly how proposal work output should be formatted:
Always use government proposal conventions:
- Active voice ("We will deliver" not "Delivery will be performed")
- Benefit-focused ("resulting in X% reduction in response time")
- Present tense for approach sections; past tense for past performance
- No contractions in formal sections
- Spell out acronyms on first use
For section drafts: Use the structure standard in Shipley-method proposals. Lead paragraphs with win themes tied to evaluation criteria.
For compliance matrix tasks: Format as table with columns: #, Requirement, Source, Volume, Status.
For past performance: Use this structure: Project Name, Agency/Client, Contract Value, Period, Scope (2-3 sentences), Performance Highlights (metrics if available), Relevance to Current Opportunity.
Keep responses actionable and focused. I'm working under deadline — skip preamble and get to the content.
Click "Save." Start a new chat (important — custom instructions apply to new chats only, not existing ones).
Test with: "Draft a management approach section for a 3-year cybersecurity services contract with the Army. Cover: program oversight, staffing, quality control, risk management. About 500 words."
Notice that ChatGPT now uses proposal conventions without you specifying them — active voice, benefit-focused, no contractions — because your custom instructions set the baseline.
If you have a ChatGPT Plus subscription ($20/mo), you can upload PDF files directly:
ChatGPT Plus reads the PDF directly — no copy-pasting required.