You've finished the site visit, but the quote still needs writing. Now you're hunting through old files for wording you know you've used before. That's time you could spend with a customer—or getting home.
Edition 3, Practical guidance on AI, operations, and building more valuable businesses.
How to draft quotes without starting from scratch
I recommend a reusable outline and ChatGPT for the first draft, with you checking the details before sending.
By Michael R Garsow, October 22, 2026, 2‑minute readA current development
OpenAI Academy published a case study showing how consultant Brooks Lockett drafts proposals with ChatGPT Work. He supplies notes, call transcripts, and an existing proposal template after removing sensitive client details. His approach keeps his own thinking central to the draft.
Source: Turning handwritten notes into proposals with ChatGPT - Blog | OpenAI Academy, OpenAI Academy, published 2026-09-23
Why it matters
Use ChatGPT to write the quote, not decide what you're offering. I recommend starting with a reusable outline.
What it means for you
Try one draft using your outline and job notes, with private client details removed. Check every detail before sending, including work included, amounts, dates, and terms.
Give each quote the same starting point
Before
Work area: Trim hedges
Job finish: Clean up
After
Work area: Trim hedges beside the front path
Job finish: Collect and remove hedge cuttings
Illustrative example
Build a blank outline
Start with the headings, not an old customer's quote. Use job summary, work included, work excluded, materials, timing, payment terms, and next steps.
Leave room beneath each heading for the new job's facts. This separates the parts you reuse from the details that change.
Keep private customer data out of ChatGPT, and check every detail yourself before sending.
Give ChatGPT a clear task
I recommend this prompt:
“Draft a quote using my outline and job notes below. Use plain words and keep each section short. Use only the details I supply. Mark missing details as NEEDS CHECK. Don't add amounts, dates, terms, or promises. Put questions for me below the draft.”
Paste the blank outline, then your notes. Keep any questions out of the customer version.
Leave gaps visible
Illustrative example: Picture a landscaper drafting a quote for hedge trimming. I want the draft to show what's known and what still needs an answer.
Illustrative quote checkJob notesDraft wordingTrim the hedgeHedge trimming includedNo waste detailsWaste removal: NEEDS CHECK
Confirm who takes away the cuttings before completing the quote. Smooth wording shouldn't hide an unfinished decision.
Put it into practice
Try it on one quote this week
1
Pick a common job. Choose something you quote often, rather than your most complex request.
2
Gather the facts. Pull together your notes, amounts, terms, and any customer requests.
3
Test the draft. Use the prompt, then compare each section with your notes.
4
Save useful changes. Improve the blank outline wherever you had to make the same fix twice.
My view
A quote doesn't need fancy language. It needs to make the agreement clear enough that neither side has to guess.
Talk with Michael
Start a conversation and tell me which part of writing quotes takes the longest. I'll help you think through the first change.
P.S. Forward this to the person who handles quotes when you're out.
Sources
- Turning handwritten notes into proposals with ChatGPT - Blog | OpenAI Academy, OpenAI Academy, 2026-09-23
Michael R Garsow
Consulting, brokerage and AI for privately held businesses
Thinking about what AI could mean for your business? Schedule a time to talk at michaelgarsow.com.
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Practical guidance on AI, operations, and building more valuable businesses.