How to Increase Proposal Writing Speed by 25%

Writing proposal content under pressure is a given in the bid and proposal industry. Deadlines compress, requirements shift, reviewers demand updates, and SMEs often provide input later than planned. Yet the expectation remains the same: deliver clear, compliant, evaluator-ready content fast. According to the Association of Proposal Management Professionals (APMP) Body of Knowledge, an experienced proposal writer can typically produce the following in an eight-hour day:

• 4 pages of new text
• 8–10 pages of text requiring extensive revision
• 20–25 pages of content needing minimal revision

So, if an average proposal writer can produce four pages of new content daily, how can we increase that result by 25% or more without sacrificing quality?

The answer is not to type faster or to rely solely on AI; it’s about structuring your writing process so that your cognitive effort goes toward what evaluators score, rather than into rework or information searches. Here are eight strategies you can implement now to increase your proposal writing speed by at least 25% while also producing high-scoring proposal content.

1. Plan Your Writing

One of the biggest slowdowns occurs when writers start writing before they have a plan. To increase your writing speed, gather your compliance matrix, outline, template, win strategy, and proposal scorecard. Writers who plan their work can typically reduce drafting time by 15-25% before they begin typing.

2. Structure SME Input for Speed

Waiting for SMEs to provide the information you need is a performance drag. Instead, guide them with a structured intake process. Schedule an interview to collect information and provide SMEs with the questions in advance. Then request a brief huddle to answer the questions. If you can’t interview the SME in person, ask them to respond to your interview questions in short bullets or prose. This process improves accuracy and reduces the need to rewrite SME-produced materials.

3. Draft Rough Ideas First

Don’t worry if the initial ideas are ugly—fast writing is messy, and the objective here is about capturing substance before style. Start with bullets, phrases, and thoughts. After you rough-in your ideas, consider using AI to expand them into draft text. To be effective, you must provide AI with clear, detailed prompts related to the audience, tone, compliance, responsiveness, and terminology. AI can typically reduce writing time by 20-40%, allowing writers to focus on strengthening content and maximizing their score.

4. Write in Short Structure Sprints

Proposal writers often slow down because they edit while they write. Using short drafting sprints (25 minutes with a five-minute break) encourages uninterrupted flow. During the sprint, your only job is to produce text. Editing comes later.

5. Protect Deep Work Time

How many digital devices do you have on your desk? Are you distracted by pings or rings? It can take the average person 10-20 minutes to recover from a distraction and return to their job. Establishing a protected writing block, especially in the morning when cognitive energy is at its caffeine-driven peak, provides the focus needed to increase output. Writers who protect their work time routinely see a 15-20% improvement in speed.

6. Use Boilerplate

Even “new” content often includes recurring processes such as quality management, staffing, recruiting, and risk mitigation. Reusing vetted boilerplate and tailoring it to your customer requirements can cut development time by 25% or more. A well-maintained content library also ensures consistency across proposals.

7. Conduct Quick Iterative Reviews

A 10-minute “early alignment review” by the proposal manager or SME can prevent hours of rework later. Ask them to verify your compliance, alignment with the win strategy, plan for incorporating strengths, and correct interpretation of the solution. Identifying problems early can save hours of rework later.

8. Polish Your Draft

Incorporate the reviewer’s comments and, as needed, use AI to improve writing clarity, facilitate transitions, and tighten wordiness. However, you must monitor AI content for potential hallucinations, bias, and “AI Speak.”

Conclusion

Increasing writing speed by 25% from an average of four pages of new text daily to five is both realistic and sustainable when writers adopt strong preparation, better SME engagement, AI-enabled pre-drafting, and disciplined work habits. The key is to shift effort from rework to upfront clarity.

If you would like to learn more about how you can write faster and score higher, consider attending Lohfeld’s newly refreshed Modern Proposal Writing Class. If you need expert support to navigate high-stress assignments or quick-turn proposal efforts, contact Lohfeld Consulting to help you succeed.

Relevant Information

• How to Overcome Four AI Risks in Proposal Writing Now

• How AI Tools Can Transform Proposal Management Now

• How to Build Proposals that Win and Wow

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By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedIn, Facebook, and YouTube^(TM).