Sending a proposal is only half the battle. Most deals die from silence, not rejection. But following up feels awkward. You don’t want to be pushy. The right approach is strategic: ask about status without pressure, offer to clarify, and keep the conversation moving. This guide shows you exactly what to say.
Send the Proposal and Set Expectations
Before you follow up, you need to build in an expectation during the initial send.
When you first send the proposal, include a note: “I’ll check in on [date] to see if you have questions and what the next steps look like. Feel free to reach out before then if anything isn’t clear.”
This sets a natural follow-up date. When you reach out on that date, you’re not being pushy. You’re following through.
Also include a validity date in the proposal itself: “This proposal is valid through [date].” This creates gentle urgency. Clients know the offer expires, so they’re motivated to decide.
The First Follow-Up: Soft and Helpful
Wait 3-5 business days after sending the proposal. Then send a follow-up email.
Example email:
“Hi [Name],
I wanted to check in on the proposal I sent on Tuesday. Have you had a chance to review it? If you have any questions about the scope, timeline, or pricing, I’m happy to clarify anything or jump on a quick call.
Looking forward to hearing your thoughts.
Best, [Your name]”
This email is short, assumes they’re interested, and offers help without pressure. You’re checking in, not chasing.
Keep the tone conversational. Avoid “Let me know if you’re interested” or “We should move forward soon.” Instead, assume they’re considering it and offer to help.
If They Don’t Respond: Second Follow-Up
Wait 5-7 business days after the first follow-up. If you haven’t heard back, send a second email.
This one is slightly different. You’re now gently addressing the silence.
Example email:
“Hi [Name],
I’m not sure if my last email landed in your inbox or if you’ve been swamped. I wanted to follow up on the proposal from last Tuesday. The offer is valid through [date], so I wanted to make sure you didn’t miss it.
If this isn’t the right time or if you’ve decided to go another direction, that’s totally fine. Just let me know so I can follow up with you again in the future.
If you do want to move forward, I’m ready to start whenever you are.
Best, [Your name]”
Notice the shift. You’re acknowledging that they might be busy, giving them an exit ramp (“if you’ve decided to go another direction”), and gently asking for clarity. This keeps the door open without being aggressive.
You’ve also referenced the validity date. This creates urgency without pressure.
If Still Nothing: Try a Different Channel
If two emails get no response, try calling if you have their number.
Keep the call short and light:
“Hi [Name], it’s [Your name] from [Company]. I wanted to touch base on the proposal I sent. Did you get a chance to look at it? I have a couple of quick questions I wanted to answer for you.”
A brief phone call often gets an answer that three emails won’t. Most clients respect the personal touch, and you’ll learn more in a 2-minute call than days of email silence.
If the call goes to voicemail, leave a brief message:
“Hi [Name], it’s [Your name] from [Company]. I sent a proposal last week and wanted to see if you had any questions. Give me a call back when you get a chance. My number is [number].”
Then send one final email referencing your call attempt:
“Hi [Name],
I tried calling earlier but didn’t reach you. I wanted to check on the proposal from [date]. If now isn’t the right time, no worries. I’ll circle back in a month or two and see if circumstances have changed.
If you do want to move forward, I’m ready to get started immediately.
Talk soon, [Your name]“
The Strategic Angle: Use Proposal Analytics
If you’re using a proposal tracking tool like Waco3, you have an advantage. You can see when the client opens the proposal and which sections they review.
This insight helps you follow up smarter.
Example: “Hi [Name], I noticed you opened the proposal and spent time reviewing the timeline section. I’m wondering if there are questions about our schedule I can clarify?”
This shows you’re paying attention and removes guesswork. It also demonstrates the client looked at it.
Or: “The proposal landed in your inbox last Tuesday. I see you haven’t opened it yet. Is there a better time to send this, or would a quick conversation help instead?”
This acknowledges a full inbox and offers an alternative. Many clients will say yes to a 15-minute call instead of reviewing a 4-page proposal.
When to Give Up and Move On
After three attempts across different channels (email, email again, phone), it’s time to move on.
Send one final message:
“Hi [Name],
I’ve reached out a few times about the proposal. I’m going to assume now isn’t the right time. I’ll follow up again in [3 months/6 months]. If something changes or you want to revisit this sooner, let me know.
Talk then, [Your name]”
Then actually follow up in three months. Many deals happen when timing changes, not on the first pitch.
The best follow-ups assume the client is interested but busy, not uninterested.
Key Principles for All Follow-Ups
Stay confident. Your proposal is valuable. You’re helping.
Be brief. Clients are busy. Respect their time.
Offer clarity. Ask if they have questions, not if they’re interested. This removes pressure.
Reference specifics: “The proposal about the website redesign” beats “the proposal I sent.”
Know your timeline. Don’t follow up forever. After three attempts, accept their implicit no and move on.
Related: How to Write a Proposal Letter That Gets a Response
Ready to send stronger proposals?
Build, send, and track proposals in one place so follow-up is easier.
Start your free trial →
