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After you send a proposal it can be challenging to wait to hear whether or not you’ve landed the gig. If you’re wondering when you can follow up with your potential client, or what to say. You’re in the right place.

In this article, we’ll cover the cadence of when you should send proposal follow up emails and some copy and paste templates to adapt to your own needs.

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When to send a proposal follow-up email

There are two different methods that you can pitch a prospective client- in person and via email. The method you present a proposal all depends on the situation and the type of information that’s needed. More elaborate pitches may need a more formal proposal, where other times an email or word document will suffice. 

In-Person Proposals

After the presentation is when you’re able to follow-up with your client for the first time. In this email, you can thank them for their time, send along the presentation or documents you went over during the meeting, and ask them what the best next steps are. Below you’ll find an initial template for this first follow-up email.

Dear Prospective Client,
Thank you for taking the time to meet with me today. I’m really excited about the opportunity to help you grow your business and collaborate to meet [client’s company] goals. 
As promised, please find attached the presentation I gave earlier today and supporting data. 
If any questions arise while reviewing the data, don’t hesitate to reach out. 
In the meantime, I’ll plan on circling back next week to follow up if I don’t hear anything. 
All the best,
[your name]

Email Proposals

If you’re sending a proposal via email, your follow up strategy will differ. Instead of sending an email immediately after you send your proposal, waiting 3-5 business days before you follow up is common.

This gives your client ample time to review and you to stay front of mind. 

Below you’ll find some post-proposal follow up templates you can use for each circumstance.

Follow-up email if your client doesn’t acknowledge the receipt of proposal

If your client hasn’t acknowledged that you sent a proposal, here’s a good email template to send 2-3 days after your proposal.

Dear prospective client, 
I hope you’re doing well. I wanted to follow up here to ensure you received my email and see if you had any initial questions. 
I’m happy to discuss this with you in more detail if it would be helpful. 
Thank you again for this opportunity, I’m excited about the idea of working together. 
All the best,
[your name]

Follow-up email after proposal sample

Regardless of whether you’ve pitched in person or via email, here are a few other sample emails you can use after pitching a business proposal. 

Proposal template to offer additional support and answer remaining questions

This is the most common follow-up email and it offers additional support and answering any questions. The value in this email is that it shows your potential client that you’re here to support them and thinking of how you can provide additional value.

Dear prospective client, 
I hope you’re doing well. I wanted to follow up on my proposal last week. I’m really excited about the opportunity to work together and wanted to see if you had any additional questions or concerns that I can address. 
Please let me know if there’s any way I can support you during this time. 
All the best,

Proposal template when you haven’t heard back after the date your client said they’d inform you

If your client hasn’t gotten back to you by the time they said they would, here’s a good sample email that follows up with them and asks for an updated timeline. With all follow-up emails, ensure that you are offering value to them and thinking of their possible needs.

Hi prospective client,
I hope your week has been going well. I wanted to follow up with you regarding the pitch I sent last week. I know you were hoping to circle back by X date and it there seems to be a short delay. 
If possible, would you be able to provide an updated idea of when I might hear back for planning purposes?
In the meantime, I’m here to answer any additional questions you might have.

Proposal template if you haven’t heard back after several weeks

If several weeks have gone by and you still haven’t heard anything, sending one additional email is okay. With all communications, be mindful of your prospective client’s needs and communicate with respect. 

Even if you feel like you’re being ghosted, communicating kindly is important in maintaining relationships and leaving doors open. 

Hi [prospective client],
I wanted to send one last follow-up for the time being. I know this year has been a bit crazy, so understand if business needs have changed. If you’re still interested in working together, I’d love to discuss in more detail. 
Alternatively, please let me know if support in the future may be needed. Wishing you and your business all the best.

For more templates and tips on how to engage former clients, check out Indy’s article on connecting with clients during COVID-19.

If you’re interested in learning how to automate more tasks, click here to learn about Indy - an all-in-one productivity tool built for freelancers.

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