Purpose

Prepare a clear, accurate, client-facing proposal that reflects the approved scope, aligns with ISO documentation controls, and avoids ambiguity that can cause downstream delivery or contractual risks.

Scope

Applies to all proposals prepared after scope approval. Responsible parties: Project Director (drafting), CEO (final review), Admin (formatting and version control).

Inputs

• Approved scope and fee strategy from SOP 03
• Chenla’s proposal template (latest version)
• Internal style and terminology guidelines
• Any clarifications obtained from the client

Outputs

• Client-ready proposal PDF
• Internally reviewed proposal with revision notes
• Documented version number in ERPNext

Procedure Steps

1. Load the latest approved proposal template to ensure version control compliance.
2. Insert the approved scope of services, assumptions, exclusions, and fee structure.
3. Draft the project timeline, milestones, and payment schedule using standard Chenla formats.
4. Add project-specific risks and mitigation notes where appropriate.
5. Review the draft internally for accuracy, clarity, and alignment with ISO documentation standards.
6. CEO conducts final review focusing on consistency, strategic positioning, and risk exposure.
7. Admin formats the final document, converts it to PDF, and ensures all metadata (date, revision, contact details) is accurate.
8. Save the final version in ERPNext with a proper version label before sending to the client.

Quality Checks

• Proposal must match the approved scope exactly with no unauthorized changes.
• Version number and date must be correct.
• Assumptions and exclusions must be identical to those approved in SOP 03.
• The PDF must be visually clean, formatted, and free of placeholder text.

Records

• Proposal Version in ERPNext
• Internal Review Notes
• Client Communication Log

Notes / Exceptions

• Major changes requested by the client require returning to SOP 03 (Scope Mapping) before reissuing a proposal.
• Only the CEO may approve discounts or exceptions to standard fee logic.