Short answer: follow up on a proposal 2 or 3 working days after you send it, by replying in the same thread. Ask one question that moves the decision: did it reach the right person, does the scope match, or when do they plan to decide. If the client goes quiet, follow up twice more a week apart, each time with something useful, then send a short closing note.
Below are 7 proposal follow-up email templates for consultants and agencies, and they work for freelancers too. Fill in the brackets and cut what doesn't apply.
A follow-up schedule for proposals
| When | Template | Purpose |
|---|---|---|
| Day you send it | 1. Proposal cover email | Set the decision date |
| 2 to 3 working days later | 2. First check-in | Confirm it arrived and invite questions |
| After the agreed review date | 3. Decision date passed | Ask where things stand |
| 1 week of silence | 4. Value-add follow-up | Give a reason to reply |
| Client asks for changes | 5. Revised proposal | Keep momentum |
| Price pushback | 6. Scope options | Offer choices instead of a discount |
| After 3 unanswered emails | 7. Closing note | End cleanly |
7 proposal follow-up email templates
1. Proposal cover email (set up the follow-up)
The best follow-up starts in the first email. Agree a decision date when you send the proposal.
Subject: Proposal: [project name] for [Client]
Hi [Name],
Attached is our proposal for [project]. In short: [one-line scope], [timeline], [fee or fee range].
You mentioned you'd like to decide by [date]. Could we book 20 minutes on [day] to go through questions? I can do [time 1] or [time 2].
[Your name]
2. First check-in after sending
Subject: Re: Proposal: [project name] for [Client]
Hi [Name],
Checking the proposal reached you and is with the right people. Is there anything you'd like me to explain, change or split into phases?
[Your name]
3. When the decision date has passed
Subject: Re: Proposal: [project name] for [Client]
Hi [Name],
You planned to decide on [project] around [date]. Where have things landed?
If the timing has moved, tell me the new date and I'll hold [start date / team availability] for you until then if I can.
[Your name]
4. Value-add follow-up when the client goes quiet
Subject: Re: Proposal: [project name] for [Client]
Hi [Name],
While you review, here is [a short note / example / checklist] on [problem you discussed], which you can use either way: [link or attachment].
Happy to answer any questions on the proposal whenever suits you.
[Your name]
5. Sending a revised proposal
Subject: Re: Proposal: [project name], revised
Hi [Name],
Thanks for the feedback. The revised proposal is attached. What changed:
- [Change 1]
- [Change 2]
Everything else is as before. If this works, the next step is [signature / kickoff call on date].
[Your name]
List what changed. The client should not have to compare two PDFs to find out.
6. Responding to price pushback with scope options
Subject: Re: Proposal: [project name] for [Client]
Hi [Name],
Understood on budget. Rather than cut the rate, here are two ways to bring the total down:
- [Smaller scope] for [fee]
- [Phased approach: phase 1 now for fee, phase 2 later]
Would either of these work, or should we talk it through?
[Your name]
7. The closing note
Subject: Re: Proposal: [project name] for [Client]
Hi [Name],
I haven't heard back, so I'll assume the project isn't going ahead for now and close the proposal on my side.
If things change, reply here and I'll update the dates and numbers.
[Your name]
What helps a proposal get a decision
A decision date agreed up front. "We'll decide by the 20th" turns your follow-up into a reminder of their plan, not a chase.
One thread per proposal. Send revisions as replies so every version and comment sits in one place.
A named decision-maker. Ask in your first check-in who else needs to see the proposal. A proposal can sit for weeks with a finance lead or partner you have never emailed.
Choices, not discounts. A smaller scope keeps your rate intact and gives the client a way to say yes.
Saving these in Gmail and Outlook
In Gmail, enable Templates under Settings, Advanced, then save a draft as a template (Google's steps). In Outlook, open My Templates from a new message (Microsoft's steps). Write template 2 right after you send the proposal and schedule it for two working days later. Cancel it if the client replies first (Gmail, Outlook).
How Jace helps consultants follow up on proposals
When you work with several clients, the hard part is noticing which proposal has gone quiet. Jace is an AI email assistant for Gmail and Outlook that tracks this for you and drafts the follow-up.
- Tracks proposals waiting on the client. Sent threads where the client owes a reply go in the Waiting label. If nothing comes back 3 days after your last email, Jace writes a follow-up draft in the same thread.
- Reads the proposal itself. Jace uses PDF, Word and Excel attachments as context, so a reply to "can you explain the phase 2 fee?" draws on the document you sent.
- One label per client. AI labels sort each client's email, and Jace handles several inboxes in one app: 2 on Plus, 8 on Pro (Jace for consultants, pricing).
- Your voice and rules. Drafts follow your writing style and rules such as "never offer a discount by email" (rules).
- You decide what goes out. Drafts sit in your Drafts folder. Auto-send is off by default.
Jace is not a proposal or e-signature tool and does not track when a proposal is opened. More on the multi-client workflow: how consultants and agencies manage multiple clients by email.
Related templates
- Follow-up email after no response
- Payment reminder email templates for after the project is signed and invoiced
- Sales follow-up email templates
- All email templates by role
FAQ
How long should I wait to follow up on a proposal? Two to three working days after sending is a common first check-in. If you agreed a decision date, follow up the day after it passes.
How many times should I follow up on a proposal? Two or three follow-ups about a week apart, each adding something useful, then a short closing note. Stop there unless the client re-engages.
What should a proposal follow-up email say? Confirm it reached the right person, invite questions, and ask about the decision timeline. Keep it to a few lines and reply in the original thread.
How do I respond when a client says the proposal is too expensive? Offer scope options, such as a smaller first phase, instead of cutting your rate. Give two concrete choices and ask which works.
Can Jace follow up on proposals automatically? Jace drafts a follow-up when a proposal thread in its Waiting label has had no reply 3 days after your last email. You review and send it. Auto-send is an opt-in setting per label.
Can Jace manage several client inboxes? Yes. The Plus plan connects 2 inboxes and Pro connects 8, all in one Jace app with labels per client.
Try it on your open proposals
Start a free 7-day Jace trial on the inbox you send proposals from. Plans are on the pricing page.
