How to send a proposal by email (with templates)

The proposal does the persuading, but the email decides whether it gets opened promptly and read by the right people. Keep it short, personal and clear about the next step.

What a good proposal email does

• Reminds the client of their goal in one line.
• Says what’s in the proposal and highlights any choices they need to make.
• Gives one clear next step and a date.
• Offers a quick call to go through it.

Template: after a discovery call

Subject: Proposal: [project] for [company]

Hi [Name],

Thanks for the time on [day]. As promised, here’s our proposal for [project]: [link]

It sets out how we’d [their goal], what’s included and the investment. I’ve included [option] as an optional extra, since you mentioned [reason].

You can accept and sign online when you’re ready. Happy to walk you through it; would [day/time] work for a 15-minute call?

[Your name]

Template: when several people will read it

Hi [Name],

Here’s the proposal for [project]: [link]. It should be easy to share with [colleague/finance]. The summary and pricing are at the top.

If it’s useful, I’m happy to join a short call with the wider team to answer questions.

[Your name]

Template: a revised proposal

Hi [Name],

Thanks for the feedback. I’ve updated the proposal: [link]. The main changes are [change 1] and [change 2]. Everything else is as before.

[Your name]

Timing

Send while the conversation is fresh, ideally within a day or two of the meeting, and agree when you’ll follow up. Then use our follow-up email templates.

Frequently asked questions