Clinical-trial recruitment proposal: Free template

Customize this free clinical-trial recruitment proposal with Cobrief

Open this free clinical-trial recruitment proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on the study type, target population, and recruitment channels. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.

Once you're done, send, download, or save the proposal in one click — no formatting or setup required.

This template is fully customizable and built for real-world use — ideal for pitching participant recruitment services to CROs, sponsors, research sites, or academic institutions. Whether you're supporting Phase I-IV trials or niche patient segments, this version gives you a structured head start and removes the guesswork.

What is a clinical-trial recruitment proposal?

A clinical-trial recruitment proposal outlines your plan to identify, screen, and enroll qualified participants for a medical or therapeutic research study. It typically includes the recruitment strategy, outreach channels, screening process, enrollment timelines, compliance considerations, and pricing.

This type of proposal is commonly used:

• When responding to an RFP from a sponsor or CRO
• After being selected as a recruitment vendor or site partner
• To support high-enrollment studies or hard-to-reach patient groups

It helps clients evaluate your experience, processes, and ability to deliver participants on time and within criteria — while maintaining compliance and patient engagement.

A strong proposal helps you:

• Show a clear plan for finding and qualifying the right participants
• Build confidence in your ability to execute ethically and efficiently
• Set expectations on timelines, volume, and communication
• Differentiate your methods from generic outreach approaches

Why use Cobrief to edit your proposal

Cobrief helps you build and refine this proposal faster — with built-in AI support and no formatting hassle.

• Edit the proposal directly in your browser: Skip document setup — just start customizing to the trial and sponsor needs.
• Rewrite sections with AI: Adjust tone, simplify language, or tailor strategies based on therapeutic area or population type.
• Run a one-click AI review: Let AI catch vague phrasing, missing details, or gaps in your delivery plan.
• Apply AI suggestions instantly: Accept improvements line by line or apply all changes across the document in one click.
• Share or export instantly: Send the proposal directly through Cobrief or download a polished PDF or DOCX file for submission.

You’ll spend less time formatting and more time demonstrating your expertise.

When to use this proposal

Use this clinical-trial recruitment proposal when:

• Quoting participant recruitment for a single-site or multi-site clinical trial
• Supporting studies with specific inclusion/exclusion challenges
• Offering digital outreach, pre-screening, or retention services
• Responding to RFPs from CROs, biotech firms, or research sponsors
• Proposing integrated services across recruitment, engagement, and reporting

It’s especially useful when timelines are tight and participant volume targets are critical to the trial’s success.

What to include in a clinical-trial recruitment proposal

Use this template to walk the client through your full recruitment process — from outreach to enrollment — with clear scope and expectations.

• Project overview: Summarize the study type, target population, and recruitment challenge you’re helping to solve.
• Recruitment strategy: Explain how you’ll reach eligible participants — including digital ads, databases, community outreach, provider referrals, or patient networks.
• Screening and prequalification: Describe your pre-screening criteria, intake flow, and how you’ll match participants to eligibility requirements.
• Enrollment and site coordination: Clarify how prequalified candidates are handed off to the study team, including communication protocols and documentation.
• Timeline and enrollment targets: Set expectations on how many participants you’ll deliver, over what timeframe, and in what phases.
• Compliance and data handling: Note how your outreach and data collection comply with HIPAA, GDPR, or local regulations — and how participant privacy is protected.
• Reporting and updates: Outline how progress will be tracked and reported, including metrics like screen failure rate, dropout risk, or ad performance.
• Pricing: Present your pricing model — per enrolled participant, flat project fee, or milestone-based. List any setup costs or media spend if applicable.
• Next steps: End with a clear CTA — such as approving scope, scheduling a kickoff, or providing trial documentation.

How to write an effective clinical-trial recruitment proposal

This proposal should feel precise, credible, and focused on both compliance and delivery — especially for clients under regulatory or timeline pressure.

• Emphasize execution, not just ideas: Back every outreach method with data or past success metrics.
• Address risks and contingencies: Show you’ve thought through common challenges like low yield or screen failures.
• Clarify your compliance posture: Make privacy, ethics, and IRB alignment non-negotiable points of trust.
• Avoid jargon unless the audience is technical: Use clear, professional language that sponsors and study coordinators will understand.
• Focus on speed without sacrificing quality: Reinforce how you balance urgency with high-quality, protocol-matched candidates.
• Always close with direction: Offer one actionable next step that keeps the project moving.

Frequently asked questions (FAQs)

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.