Recommended length: 7-10 pages
1. Executive summary (~100 words)
A single page worth condensed into a paragraph. The pilot tests {{specific_hypothesis}} for {{buyer_org}} over 90 days. If success metrics are hit, the agreement converts to a {{conversion_term}} contract at a pre-agreed price. The cost to test is {{pilot_fee}}. The cost of being wrong is one quarter. The cost of waiting until {{trigger_date}} is {{cost_of_inaction}}.
2. Pilot scope and team (~180 words)
The specific business unit, geography, or product line included in the pilot. The seat count (typically 25-100 users). Named pilot owner on the buyer side. Named customer success lead and solutions engineer on the vendor side. The two or three workflows being tested explicitly. Workflows out of scope for the pilot but included in full deployment.
3. Success metrics (~180 words)
The four to six measurable outcomes that define pilot success. Each metric: name, baseline (measured during the first two weeks), target, measurement method, owner. Examples: "Sales cycle reduced from 47 days to under 35 days, measured in CRM, owned by VP Sales." "User-reported NPS over 35 in a survey conducted in week 11." Bake in a "mutual success threshold" — typically four of six metrics must hit to trigger conversion at the pre-agreed price.
4. Implementation plan (~150 words)
Week 1-2: kickoff, data import, SSO, baseline metrics captured. Week 3-4: configuration, integration build, admin training. Week 5-8: pilot users live, weekly office hours, success metric tracking. Week 9-10: midpoint review with execs. Week 11-12: final review, conversion decision. Specific dates for each phase, named owners, named meetings.
5. Investment and pilot fee (~80 words)
The pilot fee (typically $25K-$75K depending on scope). Invoice issued on signature, payable Net 30. Includes all professional services, integrations, training, and pilot license fees for the 90-day term. No additional charges during the pilot period. If conversion happens, the pilot fee is credited against year one of the multi-year contract.
6. Conversion terms (~150 words)
The pre-agreed multi-year contract that triggers if success metrics hit. Number of seats. Annual contract value. Term length (typically 24 or 36 months). Annual escalator cap. Renewal mechanism. Both parties sign these terms with the pilot — there is no re-negotiation if metrics are met. This is the single most important section: pilots without pre-agreed conversion terms are extremely likely to stall in procurement when they should be closing.
7. Mutual exit (~100 words)
If pilot metrics are not met, both parties agree to a clean exit. Data export within 30 days. No conversion obligation. No legal claim from either side. Optionally: a no-fault extension of 30 days if both teams agree the cause of missing metrics was external (org change, market event). The exit clause makes the pilot easier to start — buyers can move forward knowing they're not locked in.
8. Signatures and effective date (~50 words)
Authorised signatories on both sides. Pilot start date. Pilot end date. Conversion contract effective date if metrics hit. Validity window for the proposal itself (typically 21 days).