Follow up two or three working days after you send a proposal, then a week later, then once more. Each message adds one useful thing, such as a likely answer, a date or a small change, and asks one easy question. Stop after the last one.
| When | Message and ask |
|---|---|
| Day 2 or 3 | "Did it arrive? Any questions?" Ask for a reply. |
| Day 7 to 10 | One new useful thing. Ask for a call, or a yes or no. |
| Day 14 or later | Close the loop. Ask permission to close the file. |
13 emails you can copy
Thirteen messages for a proposal that is out and has no answer. Use one at a time and keep each short. Each adds something and asks one thing. Replace every [BRACKET] with a real fact.
Jump to: Day 2 to day 7The next ten daysWhat they say back
- Day 2: did it arrive?Subject: Proposal for [PROJECT]: did it arrive?Hi [NAME], I sent the proposal for [PROJECT] on [DAY]. I wanted to check it reached you. Is there anything in it you would like me to explain? [YOUR NAME]
- Day 3: they opened it but have not replied (only if you can really see this)Subject: Proposal for [PROJECT]Hi [NAME], I have no way to know what you thought, so I will ask: is there a part of the proposal that needs another look? I can change [THE MOST LIKELY PART] if that helps. [YOUR NAME]
- Day 7: one added factSubject: Proposal for [PROJECT]: one more thingHi [NAME], One thing I did not put in the proposal: [A CASE, A DATE OR AN OPEN SLOT, ONLY IF TRUE]. Does that change anything for you? [YOUR NAME]
More examples, by situation
The next ten days
- Day 7: answer the common question firstSubject: Proposal for [PROJECT]: the usual questionHi [NAME], People often ask me [THE COMMON QUESTION]. The short answer is [ANSWER]. If your question is a different one, tell me and I will answer it today. [YOUR NAME]
- Day 10: offer a 15-minute callSubject: A quick call about [PROJECT]?Hi [NAME], Would 15 minutes on [DAY] or [DAY] help? I will go through the proposal with you, and you can say what to change. If email is easier, send me your questions. [YOUR NAME]
- Day 14: close the loopSubject: Closing the file on [PROJECT]?Hi [NAME], Nothing has come back, so I will close this file for now. If the timing was only bad, one line from you reopens it. Thanks for reading the proposal. [YOUR NAME]
What they say back
- "We need to think about it"Subject: Proposal for [PROJECT]: your thinking timeOf course. What would help you decide: a different scope, more detail on [PART], or a call with [PERSON]? I will leave it until [DATE] and write then, unless you tell me sooner.
- "It is over budget"Subject: A smaller option for [PROJECT]Thank you for being clear. I can cut it to [SMALLER SCOPE] for £[AMOUNT]. That removes [WHAT IS REMOVED]. If your budget is nearer £[AMOUNT], tell me and I will see what fits.
- Silence after a good meetingSubject: After our meeting on [DATE]Hi [NAME], Our meeting on [DATE] went well, and then it went quiet. Did something change? If the proposal is not right, I would like to know what would make it right.
- Sent to several people at one companySubject: Proposal for [PROJECT]: who decides?Hi [NAME], I sent the proposal to you, [NAME] and [NAME]. Who is the best person for my follow-up questions? I do not want to write to the whole group each time.
- A bid with a stated deadlineSubject: Bid for [PROJECT]: question before [DATE]Hi [NAME], Your deadline for decisions is [DATE]. Before then, is there anything in my bid you would like clarified? I will answer within [TIME] of your message.
- They chose someone elseSubject: Thank you for considering usHi [NAME], Thank you for letting me know. If you are happy to say, what decided it? I would like to learn from it. If your plans change, I would be glad to hear from you.
- They say yesSubject: Next steps for [PROJECT]Hi [NAME], Thank you, I am glad to start. Next: [STEP ONE] by [DATE], then [STEP TWO]. I will send the first invoice today. If anything changes before [START DATE], tell me.
Download these examples
The same text as this page, in one file, with the gaps ready to fill in.
Subject lines
- Subject lineProposal for [PROJECT]: did it arrive?
- Subject lineProposal for [PROJECT]: one more thing
- Subject lineA shorter option for [PROJECT]
- Subject lineClosing the file on [PROJECT]?
- Subject lineNext steps for [PROJECT]
Why this works
- Wait two or three working days after you send the proposal.
- Follow up a week later with one useful thing, not a repeat.
- Ask one easy question each time: a reply, a call, or a yes or no.
- After the third message, send a note that offers to close the file, and stop.
What to avoid
- Pressure lines, fake deadlines or "last chance" on a proposal.
- Claiming reply rates or best send times. We know of no source to cite.
- "Just checking in" with nothing added.
- Saying you saw them open it unless you really can.
- More than three follow-ups.
Official pages. Rules for commercial email differ by country. Not legal advice: check the rules that apply to you.
- United States: FTC: CAN-SPAM Act: A Compliance Guide for Business. It says the law covers all commercial email, with no exception for business-to-business email, and lists what each message needs, read 5 October 2026.
- United Kingdom: ICO: Electronic mail marketing. It says you must not send marketing emails to individuals without specific consent, that you can send marketing emails to companies, and that it is good practice to keep a do-not-email list of companies that object. The ICO says the page is under review. Read 5 October 2026.
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What the tools add
The first is free. Start there.
Cold Email Checker
Paste your draft and the text of the prospect's page. It tests every claim about them against that text, flags claims about you that need proof, and checks the subject line, the single ask and the length. It lists the commercial email basics from the US FTC's CAN-SPAM guide that the draft is missing. You get a verdict, a claims table, quoted issues and a tightened version with unsupported claims removed.
Cold Email from a Website
What you give it: a company's website address and a line on what you sell. If you have a proof point, add it, and you confirm it is true.
What you get: a three-email sequence and two subject lines, each built on something visible on their site, with the page it came from, and a list of what to check before sending.
$9, one price, no subscription. It reads up to three public pages, does not find email addresses, and does not send anything.
How long should I wait before following up on a proposal?
Two or three working days for the first message, a week for the second, then one last note. This is our advice from common practice, not a rule. Use the date they gave you if there is one.
How many times should I follow up on a proposal?
Three messages are plenty. After the third, send a note that closes the file, and stop.
What do I say if they need to think about it?
Ask what would help them decide, and say when you will write again. The page has a template.
What if the price is the problem?
Offer a smaller scope at a lower price. Do not just cut your rate. The page has a template for it.
Should I call or email?
Either. The day 10 template offers a short call, and the other messages are for email.
Questions people ask
What do I do with the [BRACKETS]?
Replace each one with a real fact. If you cannot, delete the line. Never leave a bracket in what you send.
Is this the same as asking for an update?
No. This page is for a proposal that is already sent. The update page asks for a decision on a quote or a delivery, and the meeting page follows a call.
More
Sources
- FTC: CAN-SPAM Act: A Compliance Guide for Business, read 5 October 2026
- ICO: Electronic mail marketing, read 5 October 2026