Proposal Writing 1 - Custom GPT – Axum

💡

Use this guide to navigate Axum’s internal Proposal GPT and produce outlines, full drafts, budgets, and “Relevant Experience” sections—quickly and consistently.

📍 Step 1: Launch Axum Proposal GPT

Open ChatGPT (Team GPTs) and select “Axum Proposal GPT.”

Start a new chat for each proposal to keep context clean.

Keep the RFP/brief handy (link or PDF) and the due date.

✅ Tip: Name the chat with the client + country + due date (e.g., AfDB – Nigeria – 2025‑11‑20) for easy retrieval.

🚧 Note: No personal data in screenshots. Avoid uploading sensitive client files to chats not intended for sharing.

📍 Step 2: Answer the 7 Setup Questions (First Message Protocol)

On first message, the GPT will prompt you. Provide one‑line answers for each:

Client name

Sector

Geography

Opportunity type (RFP/EOI/unsolicited)

Due date (YYYY‑MM‑DD)

Required sections/word counts

Team members to include (list names)

If you listed team members, the GPT will ask:

“Do you want both short bios and full CVs included?” (Default: yes)

✅ Tip: Insert the entire RFP for review by ChatGPT after reading it so headings match Axum’s template and the client’s instructions.

🚧 Note: If confidentiality is strict, summarize sensitive details rather than pasting entire RFP text.

🚧 Step 3: Choose Sector Module & Share Client Materials

(Please note sector packs are upcoming so you will not be ale to do this for the next month or so)

Confirm whether to use a sector module (e.g., Health, Climate Finance, Agriculture).

Provide additional RFP links or brief or relevant and approved client data

Say whether to browse for latest public research (recommended for time‑sensitive data).

Mention country‑specific policies the draft must reflect.

✅ Tip: Ask the GPT to prioritize reputable sources (AfDB, World Bank, UNDP, AU, national statistics bureaus) and include inline bracketed citations (Source, Year) plus a short References list.

🚧 Note: For multi‑country bids, specify which country drives the evidence vs. where to pull comparators.

📍 Step 4: Provide Budget Inputs & Select Rate Card (A–D)

Supply:

Roles to staff and how many people per role

Days per person

Rate Card (A, B, C, or D) — client‑type brackets:

A: NGOs

B: Multilaterals, bilaterals, most foundations, small corporates

C: Large foundations, corporates

D: Major corporates, MENA

✅ Tip: Tell the GPT to include subtotals, reimbursables (travel/logistics/per diem), VAT note, and a final TOTAL.

📍 Step 5: Use Case 1 — Generate a Full Axum‑Standard Proposal

Paste or adapt this prompt (fill the brackets):

Draft a full Axum-standard proposal for [Client] in [Sector] in [Country], due on [YYYY-MM-DD]. Include an executive summary, background, objectives, approach, relevant experiences, team, and budget. Give me this material section by section and start with a bulleted storyline before you then move to a narrative format

What you can expect:

Axum template structure with headings in the right order.

Executive Summary constrained to ~150–250 words.

Integrated team bios/CVs if requested.

Inline citations and a short References list.

🚧 Note: If the draft conflicts with RFP formatting rules, ask the GPT to mirror the client’s sections and numbering while preserving Axum content.

📍 Step 6: Use Case 2 — Create a 10‑Page Outline Only

Use this prompt to get the skeleton fast:

Create only the outline of a 10-page proposal for [Client] on [Topic]. Use Axum’s proposal structure and note where data or inputs are missing.Start by first giving me the main storyline in bullet form before you then give me a full narrative

What you can expect:

Clean section list with page allocation hints.

Gaps flagged (e.g., missing baseline stats, stakeholder list, client KPIs).

A quick evidence plan (facts to source; Knowledge vs. Web).

✅ Tip: Ask for a checklist of items to collect from the PM or client

📍 Step 7: Use Case 3 — Generate a Budget Table (Rate Cards A–D)

Prompt:

Generate a budget table using Rate Card [A/B/C/D] for roles [list], days [list]. Include totals and standard Axum notes.

What you can expect:

A table with columns: Name | Role | Daily Rate (USD) | Number of Days | Total (USD).

Subtotals, reimbursables, final TOTAL, and standard notes:

Reimbursables cover travel and logistics.

VAT excluded unless specified.

Option 2 budgets only if the client requests.

(Insert Screenshot: Budget Table — Fees, Reimbursables, TOTAL)

✅ Tip: Add “Provide a CSV version under the table” for quick import to Sheets/Excel.

🚧 Note: Spot‑check math and rate card selection (A–D) before sending to client.

📍 Step 8: Use Case 4 — Generate “Relevant Experience” by Objective

Prompt:

Generate the ‘Relevant Experience’ section for a proposal to [Client]. The objectives are: [list objectives]. Under each objective, provide 3–5 examples of Axum’s past work with results.

What you can expect:

Objective‑by‑objective mapping with 3–5 concise examples each.

Clear results/metrics and client names/locations where shareable.

A short context sentence that anchors African precedents.

✅ Tip: Ask the GPT to prioritize relevant comparators and tell the GPT to only stick to Axum provided experiences and no external references or its own data

📍 Step 9: Review Deliverables & Run the Quality Gate

After drafting, ask: “Run the quality gate.” The GPT will verify:

Structure matches Axum template and RFP rules.

Citations present; any unclear facts flagged.

Numbers consistent across narrative and budget.

Language is active, clear, and concise.

Deliverables you can request in one message- ask it section by section please)

Proposal_Draft_v1 (clean, client‑ready structure)

Executive_Summary (150–250 words)

References (short list)

Assumptions_Risks (“choices we made”)

Team_Section with bios (and CVs if requested)

Budget_Table (fees, reimbursables, total)

Appendix: CVs (if required)

🚧 Note: For multi‑firm consortia, specify which partner owns which section and request a workplan table with dates/owners.

✨ Quick Summary

✅ Open Axum Proposal GPT and start a fresh chat.

✅ Answer the 7 setup questions (client, sector, geography, type, due date, sections/word counts, team).

🚧 Choose a sector module and share RFP/materials; allow web browsing for fresh stats.

✅ Provide roles, headcount, days, and Rate Card (A–D) for budgets.

✅ Run one of the 4 standard prompts (full draft, outline, budget, relevant experience).

✅ Review via Quality Gate, then export to your working document.

🔗 What’s Next?

Limitation of the Axum Proposal GPT