Sending a proposal is just the first step in securing a deal. Many clients take time to review proposals, compare options, and make decisions. A well written follow-up email after sending a proposal is essential to keep your offer top of mind, address any questions, and move the conversation forward.
A well-crafted follow-up email shows professionalism and persistence without being pushy. The right timing and message can significantly increase your chances of closing a deal. In this guide, you will learn why follow-up emails matter, how to write them effectively, and best practices for getting a response.
Why Send a Follow-Up Email After Sending a Proposal
Many businesses lose deals simply because they fail to follow up. Clients may forget about the proposal, be busy with other tasks, or need more information before making a decision. Here are key reasons why a follow-up email after sending a proposal is important:
- Confirms Receipt of the Proposal – Ensures the client has received your proposal and had a chance to review it.
- Keeps Your Proposal Top of Mind – Your proposal may be competing with others, so a follow-up keeps it from being overlooked.
- Encourages a Response – Clients may need a gentle reminder to provide feedback or ask questions.
- Shows Professionalism – A well-timed follow-up demonstrates your commitment and reliability.
- Provides an Opportunity to Clarify Details – If a client is unsure about something, a follow-up email gives them a chance to ask questions.
Now that you understand why follow-ups matter, let’s discuss how to craft the perfect email.
How to Write an Effective Follow-Up Email After Sending a Proposal
Writing a compelling follow-up email after sending a proposal requires a balance of professionalism and persistence. Here are the key steps to follow:
1. Start with a Polite Greeting
Begin your email with a warm and professional greeting. Address the client by name to make the email more personal.
Example:
Hi [Client’s Name],
2. Mention the Proposal You Sent
Remind the client about the proposal and the date it was sent. This helps them recall the document quickly.
Example:
I wanted to follow up on the proposal I sent on [date] regarding [project or service].
3. Express Interest and Offer Assistance
Show enthusiasm about working with the client and offer to answer any questions.
Example:
I hope you had a chance to review the proposal. Please let me know if you have any questions or need further details.
4. Include a Call-to-Action
Encourage the client to take the next step, such as scheduling a call or providing feedback.
Example:
Would you be available for a quick call this week to discuss the proposal further? Let me know a time that works for you.
5. End with a Professional Closing
Thank the client for their time and include a polite closing.
Example:
Looking forward to your response. Best regards, [Your Name]
Best Practices for a Follow-Up Email After Sending a Proposal
To increase the chances of a response, follow these best practices:
1. Keep It Short and Direct
Clients are busy, so avoid long emails. Get to the point quickly while keeping it professional.
2. Use a Friendly and Professional Tone
Be polite and professional without sounding too aggressive.
3. Personalize Your Email
Avoid generic follow-ups. Mention the client’s name, company, and specific details from your conversation.
4. Choose the Right Timing
The best time to send a follow-up is one to two days after sending the proposal. If there is no response, follow up again in five to seven days.
5. Provide Value in Your Follow-Up
Instead of just checking in, offer something useful, such as answering common questions or sharing additional insights.
6. Use a Clear Subject Line
Make it easy for the client to understand the purpose of your email.
Examples:
- Quick Follow-Up on [Project Name] Proposal
- Any Questions About the Proposal for [Client’s Company]?
Follow-Up Email Templates After Sending a Proposal
Here are some sample templates you can use:
1st Follow-Up (1-2 Days After Sending Proposal)
Subject: Quick Follow-Up on [Proposal Name]
Hi [Client’s Name],
I wanted to follow up on the proposal I sent on [date] regarding [project or service]. I hope you had a chance to review it.
Please let me know if you have any questions or if you need any clarifications. I would love to discuss how we can move forward.
Looking forward to your feedback.
Best regards,
[Your Name]
2nd Follow-Up (5-7 Days After Sending Proposal)
Subject: Checking In on the Proposal
Hi [Client’s Name],
I hope you are doing well. I wanted to check in to see if you had any thoughts on the proposal I sent. If you have any questions or need any adjustments, I am happy to discuss them.
Would you be available for a quick call this week? Let me know what works best for you.
Looking forward to hearing from you.
Best,
[Your Name]
Final Follow-Up (10-14 Days After Sending Proposal)
Subject: Final Follow-Up on [Proposal Name]
Hi [Client’s Name],
I wanted to reach out one last time regarding the proposal I sent on [date]. We are excited about the opportunity to work with you and would love to hear your thoughts.
If you have decided to move in a different direction, please let me know so I can update my records. If you are still considering, I would be happy to answer any questions or provide additional details.
Thank you for your time. I appreciate the opportunity to work together.
Best regards,
[Your Name]
How Many Follow-Ups Should You Send?
A good strategy is:
- 1st Follow-Up: 1-2 days after sending the proposal.
- 2nd Follow-Up: 5-7 days later.
- Final Follow-Up: 10-14 days after sending the proposal.
If the client remains unresponsive, it may be best to move on.
Conclusion
A follow-up email after sending a proposal is a critical step in securing new business. A well-timed and well-written follow-up increases your chances of getting a response and moving the deal forward.
Remember to:
- Keep your follow-up emails short, polite, and professional.
- Personalize your message and provide value.
- Follow up at the right time without being too pushy.
By mastering the art of writing follow-up emails after sending a proposal, you can improve your response rates and close more deals successfully.
Also Check: business proposal letter sample
Also check: Project proposal samples
