You’ve done the work—discovery call, pricing, scope, proposal. Now it’s in their inbox and you’re waiting. The offer follow-up email is the move that keeps 80 percent of those deals from dying in silence.
When to send each follow-up
| Follow-up | Timing | Purpose |
|---|---|---|
| First | Day 3–5 | Check for questions, offer to walk through |
| Second | Day 7–9 | Add social proof or new information |
| Third | Day 12–14 | Introduce urgency (availability, timeline) |
| Fourth | Day 18–22 | Break-up email—close the loop |
Most deals that close from a follow-up sequence close between emails 2 and 4.
Template 1: First follow-up (day 3–5)
Subject: Re: [Project name] proposal—any questions?
Hi [Name],
Just checking in on the proposal I sent on [date]. I want to make sure you have everything you need to make a comfortable decision.
Is there anything I can clarify or adjust? I can also schedule a 15-minute call to walk through it together if that would help.
[Your name]
Template 2: Second follow-up (day 7–9)
Subject: One more thing on [project name]
Hi [Name],
While you’re thinking things over, one thing worth sharing: [brief, specific piece of value—a past result, a relevant insight, something that addresses their known concern].
Happy to talk through how that applies to your situation. Still happy to adjust the scope or timeline if needed.
[Your name]
The second follow-up should feel like a gift, not a chase. You’re not repeating the pitch—you’re adding something new to the conversation. That shift in framing changes how it’s received.
Template 3: Urgency follow-up (day 12–14)
Subject: [Name]—calendar note on [project name]
Hi [Name],
I wanted to give you a quick heads-up: I have a project starting [date] that affects my availability. If you’d like to lock in the timeline we discussed, this week is the best time to confirm.
Happy to hold the scope and pricing for another [X days] if you need more time.
[Your name]
Note: Only use real urgency—a legitimate calendar constraint, not a manufactured deadline.
Template 4: Break-up email (day 18–22)
Subject: Closing out [project name]
Hi [Name],
I haven’t heard back, so I’ll close this inquiry on my end. If timing changes or another project comes up, feel free to reach out—I’d love to work together.
Best of luck with [their goal or project].
[Your name]
The signal advantage
Knowing when a prospect opens your proposal changes everything about how you follow up. Instead of sending Template 1 on day 5 regardless, you can send it within minutes of them opening your offer—when they’re already thinking about it.
Waco notifies you the moment a client views your proposal. That means your offer follow-up email arrives while the conversation is still live in their head, not two days after they’ve moved on to something else.
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