How to follow up on a proposal (with email templates)

Most proposals that go quiet aren’t rejected; they’re just not at the top of the client’s list. A well-timed, helpful follow-up brings them back without pressure. The key is to add something each time, not just ask “any news?”.

Set up the follow-up before you send

At the end of your proposal meeting, agree when the client expects to decide. Then your follow-up isn’t chasing; it’s keeping to the plan you agreed.

It also helps to know whether the proposal has been opened, and which parts were read. A client who spent time on the pricing page is in a different place from one who hasn’t opened it yet.

Template 1: the check-in (2–3 working days)

Hi [Name],

Just checking the proposal for [project] came through OK. Happy to walk you through it or answer any questions, whatever’s easiest.

[Your name]

Template 2: add value (about a week later)

Hi [Name],

I was thinking about what you said about [their goal] and thought this might be useful: [a relevant example, idea or short insight].

If it helps, I can adjust the proposal, for example [a smaller first phase or a different option].

[Your name]

Template 3: the decision prompt

Hi [Name],

We’ve pencilled in [start date] for [project]. To hold that slot I’d need to know by [date]. Is that still realistic on your side?

[Your name]

Template 4: close the loop

Hi [Name],

I haven’t heard back, so I’ll assume the timing isn’t right just now and stop following up. If things change, just reply to this email and we’ll pick it up again.

[Your name]

This last message often gets a reply, because it makes saying “not yet” easy.

Tips

• Keep follow-ups short and specific to the client.
• Offer a smaller first step if price or scope seems to be the blocker.
• Use the channel the client prefers; a quick call can unstick a stalled decision.
• Make the next step one click: a link to accept and sign.

Frequently asked questions