Templates
Proposal Follow-up
Templates to nudge prospects after sending proposals and keep deals moving.
Same-Day Check-in (Hours After Sending)
Subject: Re: Proposal for [Company]
Hi [Name],
Just wanted to make sure the proposal came through okay. Did everything make sense, or are there any questions I can answer?
Happy to hop on a quick call if it's easier to walk through anything.
[Your name]
Why it works: Shows attentiveness without being pushy. Opens dialogue for questions.
Day 2-3 Follow-up (Value Add)
Subject: Thought this might help
Hi [Name],
As you're reviewing the proposal, I thought this might be helpful: [relevant case study, ROI calculator, or resource].
It shows how [similar company] achieved [specific result]—similar to what we discussed for [Company].
Let me know if you have any questions or want to discuss.
[Your name]
Why it works: Adds value instead of just "checking in." Reinforces the business case.
Day 5-7 Follow-up (Stakeholder Support)
Subject: Anything I can help with?
Hi [Name],
Wanted to check in on the proposal. I know these decisions often involve other stakeholders.
If it would help, I'm happy to:
• Put together a summary for your [CEO/CFO/team]
• Join a call to answer questions directly
• Provide additional case studies or references
What would be most useful?
[Your name]
Why it works: Positions you as a partner in the sale. Acknowledges the complexity of B2B decisions.
Day 10-14 Follow-up (Timeline Check)
Subject: Quick update?
Hi [Name],
It's been about a week since I sent over the proposal. Wanted to check in on where things stand.
Are you still evaluating, or has something changed on your end? Either way, I'd love a quick update so I can be helpful (or get out of your hair).
[Your name]
Why it works: Direct ask for status without being aggressive. Gives them permission to say no.
Final Follow-up (Breakup)
Subject: Should I close this out?
Hi [Name],
I haven't heard back in a while, so I'm guessing the timing isn't right.
I'll close this out on my end, but if things change, the door's always open. Just reply to this email and we can pick up where we left off.
Thanks for your time, and best of luck with [specific initiative they mentioned].
[Your name]
Why it works: Creates urgency through finality. Often gets a response from silent prospects.
After a "Not Right Now" Response
Subject: Re: Proposal for [Company]
Hi [Name],
Totally understand—timing is everything. Thanks for letting me know.
A few quick questions so I can be helpful when the time is right:
• When should I follow up? (Q2? Q3? Next year?)
• Is there anything that would change the timeline?
• Would it be useful if I shared relevant content in the meantime?
No pressure—just want to make sure I'm being helpful, not annoying.
[Your name]
Why it works: Respects their decision while keeping the door open. Gets concrete next steps.
Proposal Follow-up Best Practices
- Set expectations upfront: Before sending the proposal, agree on next steps and timeline.
- Use tracking: Know when they open the proposal so you can time your follow-up.
- Multi-thread: Don't rely on one contact—build relationships across the org.
- Add value every touch: Don't just "check in"—bring something useful each time.
- Know when to walk away: If they've gone dark after multiple attempts, move on and re-engage later.