Best examples of follow-up email examples after sending a proposal

Real examples of follow-up email examples after sending a proposal

Let’s skip the theory and start with what you actually need: real wording you can send. Below are several examples of follow-up email examples after sending a proposal that you can copy, tweak, and use in different situations.

Think of these as scripts, not scripts you must follow word-for-word. Adjust the tone so it sounds like you.

Example of a friendly first follow-up (2–3 days after sending)

This first example of a follow-up email works well when you’ve just sent the proposal and want to stay on your contact’s radar without pressure.

Subject: Quick follow-up on the proposal I sent over

Email body:

Hi [Name],

Hope your week’s going well. I wanted to quickly check that you received the proposal I sent on [day] for [project/offer]. Sometimes attachments get stuck in filters.

If you had a chance to skim it, I’d be happy to answer any questions or walk you through the numbers on a short call. If not, no rush at all — just wanted to make sure it landed in your inbox.

Would a quick [15]-minute call sometime this week or next be helpful?

Best,
[Your Name]

Why this works: It’s light, respectful of their time, and gives a specific next step without pressure.

Example of a value-added follow-up with a resource

When you follow up, you don’t always have to say, “Just checking in.” You can bring something useful to the table. The best examples of follow-up email examples after sending a proposal often include a helpful link, a case study, or a short insight.

Subject: Thought this might help as you review the proposal

Email body:

Hi [Name],

I know you’re reviewing the proposal I sent over for [project/offer], so I wanted to share a quick resource that might be helpful.

[One-sentence description of resource and link — for example: “Here’s a short guide from Harvard Business Review on evaluating vendors and measuring ROI: https://hbr.org.”]

In our proposal, the main outcomes we’re targeting are [brief outcome 1] and [brief outcome 2]. The article above lines up well with how we’re planning to measure success.

If you’d like, I can walk you through how our plan ties into those metrics in more detail.

Thanks again for considering this, and let me know if there’s anything I can clarify.

Best,
[Your Name]

This approach positions you as a partner, not just a salesperson.

Example of a follow-up email after sending a proposal when they asked for time

Sometimes a prospect says, “Give me a week to review,” and then… nothing. Here’s a gentle nudge that respects their timeline.

Subject: Checking in on your timeline for [project/offer]

Email body:

Hi [Name],

You mentioned you’d be reviewing the proposal for [project/offer] around this time, so I wanted to check in and see how things are looking on your end.

No rush if you’re still in the middle of internal discussions. If it’s helpful, I can adjust the proposal based on any feedback you’ve received so far or answer questions from your team.

Is your original decision timeline still the same, or has anything shifted?

Appreciate the update,
[Your Name]

This is one of the best examples of a follow-up email for a prospect who’s interested but juggling internal approvals.

Example of a follow-up email when they’ve gone quiet (polite but firm)

You’ve sent the proposal, followed up once, and now it’s quiet. You don’t want to chase forever, but you also don’t want to disappear without giving them a clear choice.

Subject: Should I keep this proposal open for you?

Email body:

Hi [Name],

I know things get busy, so I wanted to follow up one last time regarding the proposal I sent for [project/offer].

If moving forward is still on your radar, I’m happy to keep your proposal open and answer any questions that might be holding things up.

If priorities have changed or this is no longer a fit, that’s completely fine — a quick reply either way would help me plan my schedule and availability.

Thanks again for the opportunity to share the proposal.

Best,
[Your Name]

This example of a follow-up email gives them an easy out while also prompting a clear yes, no, or “not now.”

Example of a follow-up email after a verbal “yes” but no signed contract

This is a common 2024–2025 scenario: someone says, “We’re in,” but the paperwork stalls in legal or procurement. You need to follow up without sounding impatient.

Subject: Next steps to get started on [project/offer]

Email body:

Hi [Name],

I’m excited to get started on [project/offer] and appreciate your verbal green light.

To keep things moving, I wanted to check on the status of the agreement I sent over on [date]. Once that’s signed, we can lock in your start date and begin [brief description of first steps].

If there’s anything your legal or procurement team needs from me — updated terms, a W-9, or additional documentation — I’m happy to provide it.

Do you have an estimate of when the agreement might be finalized?

Looking forward to working together,
[Your Name]

This is one of the most practical examples of follow-up email examples after sending a proposal and receiving a verbal yes.

Example of a follow-up email after sending a proposal with a deadline or expiring offer

If your pricing or availability is time-sensitive, you should say so clearly. Transparency builds trust.

Subject: Quick note about timing on your proposal

Email body:

Hi [Name],

I wanted to give you a quick update on the proposal I sent on [date] for [project/offer].

The pricing and start date we discussed are available through [date]. After that, I may need to adjust either the timeline or the investment due to [brief reason — for example: scheduling, vendor costs, or team capacity].

If you’d like to move forward with the current terms, just let me know and I’ll reserve your spot and resend the agreement if needed.

If the timing isn’t right, that’s completely okay — we can always revisit later with updated details.

Best,
[Your Name]

This example of a follow-up email after sending a proposal sets expectations without pressure or scare tactics.

Example of a follow-up email after sending a proposal and losing the deal (future-focused)

Even if they say no, a thoughtful follow-up can keep the door open and build your reputation.

Subject: Thanks for considering us for [project/offer]

Email body:

Hi [Name],

Thank you for letting me know about your decision regarding the proposal for [project/offer]. While I’m sorry we won’t be working together this time, I appreciate the opportunity to be considered.

If you’re open to it, I’d love to get brief feedback on what influenced your decision — pricing, timing, features, or something else. That kind of insight helps me improve future proposals.

If things change or you need support down the road, don’t hesitate to reach out. I’d be glad to revisit how we might help.

Wishing you the best with [their chosen direction],
[Your Name]

The best examples of follow-up email examples after sending a proposal don’t stop at “no” — they use it as a chance to learn and leave a strong impression.

How to write your own follow-up email examples after sending a proposal

Now that you’ve seen several examples of follow-up email examples after sending a proposal, let’s break down how to write your own in a way that feels natural.

Think in three parts:

First, remind them of context. People are swamped. In 2024, professionals receive dozens or even hundreds of emails per day. A quick reminder like “I sent over a proposal on [date] for [project]” helps them place you immediately.

Second, offer a simple next step. Instead of a vague “Let me know,” suggest something specific: a 15-minute call, a yes/no update, or a request for feedback.

Third, lower the pressure. Make it easy for them to say, “Not now” without feeling bad. Ironically, lowering the pressure often gets you more honest replies.

For a deeper look at professional email etiquette and communication, resources from universities like Harvard University’s communication guides and Purdue University’s Online Writing Lab can help you sharpen your writing style.

Timing trends: when to send these follow-up email examples

Remote and hybrid work have changed how quickly people respond. Decision-makers are often in back-to-back virtual meetings, so your follow-up needs to be well-timed.

Recent surveys of professional email habits (for example, industry reports summarized by major business schools such as MIT Sloan) suggest:

• Many people check email in short bursts between meetings.
• Short, clear subject lines get opened more often.
• Follow-ups sent during local business hours perform better than late-night messages.

A simple rhythm you can adapt:

• First follow-up: about 2–3 business days after sending the proposal.
• Second follow-up: about a week after the first, with added value (like a resource or clarification).
• Final follow-up: 1–2 weeks later, asking if you should close the file or keep it open.

Use the examples of follow-up email examples after sending a proposal above as your templates at each stage. Adjust the spacing based on your industry — enterprise sales cycles are longer than small business or freelance projects.

Subject line ideas inspired by the best examples

Your subject line is the gatekeeper. Here are some subject line ideas based on the real examples of follow-up email examples after sending a proposal we covered:

• “Following up on the proposal for [project name]”
• “Quick check-in on [project] proposal”
• “Thought this might help as you review the proposal”
• “Next steps for [project name]”
• “Timing for your [Q1/Q2/etc.] project”
• “Should I keep this proposal open for you?”

Keep subject lines clear, not clever. In busy inboxes, clarity wins.

FAQ: examples of follow-up email examples after sending a proposal

Q: How many follow-up emails should I send after a proposal?
Most professionals send two to three follow-ups. The first is a simple check-in, the second adds value or clarification, and the third asks whether to close the file. After that, it’s usually better to step back and occasionally re-engage later with something genuinely helpful, like a new case study or update.

Q: Can you give another short example of a very simple follow-up email?
Yes. Here’s a lean version:

Subject: Quick check-in on the proposal

Hi [Name],

Just wanted to check in on the proposal I sent on [date] for [project]. Happy to answer any questions or adjust details if needed.

When you have a moment, could you let me know whether this is still under consideration on your side?

Thank you,
[Your Name]

This is a good example of a follow-up email when you want to keep things brief.

Q: What are the best examples of follow-up email examples after sending a proposal for high-level executives?
Executives prefer short, clear messages with obvious value. Use a concise subject line, a one-sentence reminder of the proposal, and a direct question like, “Would it be helpful if I sent a one-page summary for your team?” Respect their time and avoid long paragraphs.

Q: Is it okay to mention other clients or results in my follow-up?
Yes, as long as you respect confidentiality. For example: “We recently helped a client in [their industry] reduce onboarding time by 30%. I’d be happy to share a brief overview of how we did that if it would help your review.” For more on ethical business communication, organizations such as the Ethics & Compliance Initiative offer helpful guidance.

Q: Should I change my proposal when I follow up?
Not automatically. Use your follow-up emails to ask if anything in the proposal is blocking the decision — price, scope, timing, or internal approvals. If they share concerns, then you can decide whether to adjust. The examples of follow-up email examples after sending a proposal in this guide give you wording to open that conversation without sounding defensive.

Use these real-world examples as a starting point, not a script carved in stone. The more you adapt each follow-up email to the person, the proposal, and the situation, the more natural and effective your outreach will feel — to both of you.