AI training request for proposal: a ChatGPT and Claude brief
A usable brief for HR, managers and procurement. Define tasks, participants, data, acceptance and programme costs before comparing supplier proposals.
Syntalith
“Please quote for AI training for 20 people” gives a supplier a headcount but little information about what employees need to learn. The replies may have similar titles and quite different scopes. To compare them, describe the work your team should be able to do afterwards and request separate prices for preparation, delivery and further sessions.
Use the following brief when buying ChatGPT training, Claude training or a programme comparing both. Replace the bracketed fields. At the initial enquiry stage, describe the source material; share actual documents once access arrangements have been agreed.
A training brief to copy
Subject: AI training proposal for [department / company], [number] participants.
Business purpose: We want to improve [specific task]. The work currently proceeds as follows: [short description]. The main difficulty is [missing information / analysis time / corrections / handoff between people].
Expected result: Each participant should independently prepare [document / analysis / response] on a new example and explain how they checked it. The person assessing the output on our side will be [role].
Participants: [Number and roles]. AI experience: [none / occasional use / daily work]. Please recommend one group, groups by experience level or a separate session for team leaders.
Tools: Our company permits [ChatGPT / Claude / other tools]. We have [plan and account count], or need to agree access before training. List the features needed for exercises and any administrator requirements.
Materials: Typical inputs are [document type, format and approximate size]. We can provide [approved copies / sample data]. Restrictions cover [data categories and company rules].
Programme scope: Propose exercises for this task, participant practice time, how mistakes will be discussed and an independent attempt on a different example. Identify work that requires a separate scope.
Organisation: We prefer [online / at our office], [dates], [maximum session length]. Practical constraints: [shift work / language / equipment / IT availability].
Materials afterwards: List what the company receives, its format and the permitted internal use. Describe follow-up consultations separately, including scope and availability period.
Pricing: Separate discovery and preparation, delivery, licences, travel, additional groups and consultations. State net prices, tax treatment, billing units and terms for changing participant numbers.
Trainer and acceptance: Name the proposed trainer, experience relevant to similar work and a sample exercise. Explain how participants will demonstrate that they can complete the task independently.
Example: a sales department brief
Suppose eight salespeople prepare proposals from customer enquiries. Their manager returns drafts because the dates and terms cannot be traced to a source. The programme could teach them to prepare a proposal with supporting references and questions for missing information.
A sample customer brief, service descriptions and an approved price list are enough for an exercise. Add a case containing an expired price list and a date requiring confirmation. The supplier then needs to explain how participants will recognise the issue and avoid preparing an unsupported commitment.
An acceptance condition could be: the employee drafts from a new brief, identifies the source of each price and does not invent a missing deadline. The person responsible for proposals sets the required accuracy. Our ChatGPT sales implementation guide describes the workflow.
Compare replies in one table
| Criterion | What to look for |
|---|---|
| Relevance | An exercise matching the task in the brief |
| Independence | Participants attempt a new example and receive feedback |
| Access and data | Named responsibility for accounts and approved material |
| Trainer | The person who will actually deliver the sessions |
| Materials and support | Defined outputs, consultation scope and timeframe |
| Budget | The complete price for the group, with additions separated |
A missing answer does not prove that a supplier lacks the capability. It identifies something to clarify before selection. An attractive presentation should not earn full credit for information it never provides.
Setting a budget without losing the essential scope
State the delivery budget and available employee time separately. Ask for a core programme and prices for optional work. That shows what fits the budget and what would be excluded.
Syntalith training starts at EUR 600 net per day. The full programme depends on preparation, groups and agreed follow-up. Calculate internal effort separately: eight people attending six hours at an assumed EUR 25 hourly cost represent EUR 1,200 of staff time. Our training cost guide covers the other budget items.
Send us your completed needs description. Mark unanswered fields as open questions. The first discussion can establish the task and scope before you buy software licences for the whole company.
Syntalith is an OpenAI Select Partner in the OpenAI Partner Network.
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