When and How Often to Send a Follow Up Email After Sending Proposal

Sending a follow up email after sending proposal is one of those steps in sales that often gets ignored or done badly. You could spend hours putting together a solid proposal, but if you don’t follow up properly, it might just gather dust in your prospect’s inbox. Knowing exactly when to reach out, and how often to do it, can seriously boost your chances of closing the deal.

This article will walk you through the best times to send follow-ups, how often you should hit send without overdoing it, and share proven tips from sales vets. Whether you’re a sales leader, a B2B founder, in revenue ops, or an SDR trying to sharpen your email game, this guide will help you get your follow-ups right and step up your close rates.

Introduction to Follow-Up Emails

A follow-up email after sending a proposal does a few things at once. It nudges your prospect to actually look at your proposal, gives them a chance to ask questions they might not voice otherwise, shows them you care without being pushy, and keeps your conversation going.

That might sound obvious, but tons of sales pros either freak out about annoying people or just forget to hit send again. It’s a simple move with a big impact when done the right way.

Why follow-up emails matter

Here’s a crazy stat: InsideSales.com says 80% of sales need at least five follow-ups after first contact. Yet, 44% of salespeople stop after just one. That gap right there? It’s how deals die quietly.

From what I’ve seen working with B2B sales teams, a well-timed follow-up can bump your response rates by 50%. Add in some personal touches and clear next steps, and you get almost 30% more meetings after proposals go out.

Following up is about building trust, clearing up doubts, and showing you’re professional enough to keep things moving. It’s not just a courtesy — it’s essential.

Importance of Follow-Up Emails After Sending a Proposal

Once you send a proposal, your prospect steps into decision mode. They could be comparing you to competitors, checking with their team, or juggling a hundred other priorities. Your follow-up email acts as a friendly tap on the shoulder, reminding them you’re still here and interested.

Real-World Insight: A B2B SaaS sales case study

At a SaaS company I worked with, the sales team wasn’t consistent with follow-ups after proposals. They revamped their approach and started sending the first follow-up on day 4, then again on days 11 and 18.

The result? Their proposal-to-close rate jumped from 20% to 35% in just three months.

The secret was mixing relevant info, addressing common concerns, and keeping the tone helpful instead of desperate. Prospects felt supported, which made it easier for them to say yes.

Follow-ups let you:

• Answer lingering questions
• Highlight benefits or recent wins
• Remind about deadlines or perks
• Confirm availability for calls or demos

Skip this step and you’re basically waiting forever, hoping they’ll get back to you. Usually, they won’t.

When to Send a Follow-Up Email After Sending a Proposal

Timing is everything. Give your prospect enough space to digest your proposal but don’t wait so long that they forget you or the offer loses relevance.

Recommended timing windows

• First Follow-Up: 3–5 business days after sending the proposal
  That’s enough time to read, think, maybe discuss internally — but still fresh in their mind. Less than three days can feel pushy; more than five and you lose momentum.

• Second Follow-Up: About a week after the first
  If you get no reply, send a polite nudge. Acknowledge that they’re busy and offer to clear up any doubts.

• Third Follow-Up: 7–10 days after the second
  This is your last gentle check-in. Use it to ask if they want to move forward or if you should close the lead.

Factors that change the timing

• Industry & deal size: Some B2B sales take longer — be patient.
• Previous contact: If the prospect seemed eager, speed it up.
• Proposal deadlines: Align follow-ups to any offer cutoffs or special pricing.

What to avoid

• Following up immediately (within 24 hours) — too soon, and they’ll feel pushed.
• Waiting forever for that first follow-up — over 10 days and you’re losing steam.
• Harassing with daily emails — it’s a quick way to burn the bridge.

How Often to Send Follow-Up Emails

It’s a balancing act. Too few, and you lose the chance to close. Too many, and you look desperate or annoying.

Ideal number of follow-ups

Most pro salespeople send 2 to 4 follow-ups after the proposal. For me, three follows spaced about a week apart hits the sweet spot.

Here’s how they play out:

• Follow-up 1: A polite reminder and ask for questions.
• Follow-up 2: Show persistence, reiterate value.
• Follow-up 3: Create a sense of urgency, ask for a decision or feedback.

After three or four tries, chances of a reply drop. Beyond that, you risk annoying prospects unless it’s a big, complicated deal that needs more care.

Leveraging sales tools

Platforms like Outreach, Salesloft, or HubSpot help automate these sequences. They track opens, clicks, replies — telling you when to nudge and when to hold back.

Real Example

A manufacturing sales client set up a 3-step follow-up after proposals: the first follow-up shared a relevant case study, the second invited prospects for a live demo, and the third asked directly for feedback.

They saw a 45% increase in responses and cut their close time by 15 days. That’s not magic; it’s just smart, timely communication.

Best Practices for Crafting Follow-Up Emails

Sending follow-ups is one thing — writing them well is another.

Follow-up email tips

1. Make it personal
   Mention details from your proposal or past chats. Use their name. Show you know their situation.

2. Keep it short
   Busy people don’t read essays. Get to the point fast.

3. Reinforce value
   Remind them what’s in it for them, ideally with numbers or clear benefits.

4. Ask open questions
   Invite them to share concerns or next steps.

5. Be clear with your ask
   Whether it’s a call, a reply, or scheduling a demo, spell it out.

6. Don’t overdo urgency
   Too many deadlines or ‘act now’ lines feel fake and pushy.

7. Check spelling and tone
   Keep it professional and polite. Avoid slang or mistakes.

Sample follow-up email template

Subject: Quick follow-up on the proposal I sent

Hi [Prospect Name],

Just checking in on the proposal I sent over on [Date]. Let me know if you have any questions or need more info.

I’m happy to jump on a quick call to discuss next steps or clear up anything.

Looking forward to hearing from you.

Best,  
[Your Name]  
[Your Position]  
[Your Contact Info]

Extras to boost your follow-ups

• Use your CRM to track follow-up status and reminders.
• Tailor your message based on how engaged the prospect looks (opens, clicks).
• Avoid generic blasts; customized emails get better replies.
• Test different subject lines and wording to see what works best.

Conclusion

Knowing when and how often to send a follow up email after sending proposal can turn a maybe into a yes. Start with your first follow-up 3 to 5 business days after you send your proposal. Follow up two or three more times over the next few weeks with polite, personalized messages.

Focus on keeping your emails clear, brief, and valuable. Make it easy for your prospect to respond. Use tools to help with timing and tracking so you don’t guess.

Being persistent without pestering builds trust. And trust wins deals.

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Ready to improve your follow-up game? Use the tips and sample email above for your next proposal. Track what works, tweak your approach, and watch your close rate improve.

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