Proposal Follow-Up Email

Proposal Follow-Up Email Template — Convert More Proposals

Turn proposals into signed contracts. Our templates help you follow up effectively without being pushy or annoying.

Email Template

Subject Line:

Following Up: [Project Name] Proposal - Questions?

Email Body:

Hi [Prospect Name],

I wanted to follow up on the proposal I sent last [day/date] for [Project Name]. I know you're busy, so I'll keep this brief.

**Quick Recap:**
The proposal outlined [brief summary of what you proposed: e.g., "a complete website redesign with e-commerce functionality"] with an investment of $[AMOUNT] and a timeline of [X] weeks.

**I'd Love to Hear Your Thoughts:**
- Do you have any questions about the proposal or approach?
- Is the timeline and budget aligned with your expectations?
- Are there any concerns or hesitations I can address?

**Why This Matters:**
[Brief reminder of their main pain point or goal: e.g., "You mentioned wanting to increase online sales by 30% this year. This project would directly address that goal by..."]

**Next Steps:**
I'm happy to:
- Jump on a quick call to discuss any questions
- Adjust the scope or timeline to better fit your needs
- Provide additional case studies or references
- Schedule a demo or walkthrough

I know decision-making can take time, especially for significant investments. My goal is to make sure you have everything you need to make the right choice for [Company Name].

If now isn't the right time, that's completely fine—just let me know. I'm here when you're ready.

Best,
[Your Name]
[Your Company]
[Phone]

How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.

When to Use This Template

Following up on proposals is where many agencies lose deals they should have won. Research shows that 80% of sales require at least five follow-ups, but 44% of salespeople give up after just one. This template gives you a structured approach to following up without being annoying. Send the first follow-up 3-5 business days after submitting the proposal, assuming no response. This timing gives the prospect enough time to review without letting the conversation go cold. Subsequent follow-ups should be spaced further apart — weekly for the first month, then bi-weekly. Each follow-up should add value rather than simply asking "Did you see my proposal?" Share a relevant case study, industry insight, or answer a question they raised during the sales conversation. Value-added follow-ups position you as a thoughtful partner rather than a desperate salesperson, dramatically increasing your conversion rate.

Best Practices

Add Value with Each Touch

Never send a follow-up that just says "Checking in on the proposal." Instead, share something relevant: a case study from a similar client, an article about a challenge they mentioned, or an update to the proposal based on additional thinking. Each follow-up should give them a reason to engage beyond guilt.

Address Potential Objections Proactively

Use follow-ups to preemptively address common objections. If budget is often an issue, highlight ROI data. If timeline is a concern, share a project roadmap. Anticipating and resolving concerns before the client raises them accelerates the decision-making process.

Create Urgency Without Pressure

Mention real constraints like team availability ("We currently have capacity in March, but April is filling up") or seasonal timing ("Starting now would align with the Q2 planning cycle"). Manufactured urgency is transparent and off-putting, but genuine timeline considerations help clients prioritize their decision.

Know When to Stop

If you have followed up 4-5 times with no response, send a final breakup email acknowledging that the timing may not be right. This often triggers a response from prospects who have been meaning to reply. If not, you have closed the loop professionally and can revisit in a few months.

Pro Tips

Follow up 3-5 days after sending the proposal, then weekly for 2-3 weeks
Always add value—share new insights, case studies, or answer questions
Don't just ask "did you get a chance to review?"—be more specific
Offer to adjust scope or terms if there are concerns
Create gentle urgency: "I have capacity for [X] projects this month"
Know when to stop—after 3-4 follow-ups, give them space

What Makes This Template Effective

Strategic Timing

Templates for different follow-up stages (3 days, 1 week, 2 weeks).

Value Reminder

Reinforces key benefits and value proposition without being pushy.

Objection Handling

Addresses common concerns and offers to discuss further.

Urgency Creation

Creates appropriate urgency without being manipulative.

Easy Next Steps

Makes it simple for prospects to move forward or ask questions.

Relationship Preserving

Maintains professionalism even if they decline.

Frequently Asked Questions

How often should I follow up on a proposal?

Follow up at 3-5 days, then weekly for 2-3 weeks. After 3-4 follow-ups, switch to monthly check-ins or let them come to you. Don't be pushy—respect their decision-making process.

What if they say they need more time?

Respect their timeline. Respond: "Absolutely, take the time you need. I'll check back in [timeframe]. In the meantime, if you have any questions, I'm here." Then follow up when you said you would.

How do I create urgency without being manipulative?

Use honest constraints: "I have capacity for 2 new projects this quarter" or "I'm booking projects for [month] now." Don't create fake deadlines. Be transparent about your availability.

What if they say the price is too high?

Don't immediately discount. First understand their budget and concerns. Offer to adjust scope, payment terms, or phase the project. If you can't meet their budget, recommend alternatives or refer them elsewhere.

Track Proposal Follow-Ups

Never lose a proposal to follow-up. Automate follow-up sequences, track engagement, and get notified when prospects are ready to move forward.

Get Free Demo View Pricing