Sample Follow Up Email After Proposal: Formal and Informal Templates

Sending a follow up email after you send a proposal really matters in sales and B2B talks. It’s like a gentle tap on the shoulder saying, “Hey, I’m here and ready.” It shows you care about the relationship and keeps the deal moving. Whether you’re all about keeping it formal or prefer a more relaxed tone, having a good follow up template makes sure you sound professional and keep your prospects interested.

In this post, I’ll explain why these follow ups matter, what to include in your emails, and give you formal and informal examples. Plus, I’ll share real tips from the trenches that help you close more deals without being annoying or pushy.

Introduction to Follow Up Email After Proposal

So, you sent your proposal. Job done? Nope. That’s when the follow up steps in. It keeps the conversation going, answers questions that might have popped up, and sets the stage for what’s next.

Lots of sales pros and founders skip this part or rush through it. Turns out, this step often decides if your prospect moves forward or forgets about you for a while. Your follow up should:

• Show you’re professional and persistent, but not a pest
• Keep your proposal fresh in their mind
• Clear up any confusion about your offer
• Remind them why your solution matters
• Invite them to schedule a call or meeting
• Pin down next steps and timelines

Skipping this follow up phase? You risk your proposal getting lost in their inbox or simply ignored. Salesforce research says 80% of sales need at least five follow ups. But many salespeople throw in the towel after just one. Having good follow up email templates means you don’t miss out just because you didn’t reach out again.

Think of your follow up email as the bridge from “Sent proposal” to “Deal closed.”

Why Sending a Follow Up Email After Proposal Is So Important

Maybe you think your proposal is so solid it should sell itself. But chances are, it won’t. Everyone appreciates a reminder and a little hand-holding after receiving a proposal. Here’s why a follow up really counts:

1. You Look Professional and Committed

When you send a timely follow up, it shows respect for their time and says you really want to work with them. It’s a sign of commitment and keeps your name top of mind.

One SaaS company I know started sending follow ups three days after proposals and closed 35% more deals. The timing matched how their prospects actually buy stuff.

2. It Reinforces What You Bring to the Table

Proposals can be long and full of details. Your follow up lets you zero in on the key benefits and remind prospects why your offer’s worth paying attention to — without sounding pushy or repeating yourself.

A quick recap in your email can clear up doubts and make your value easier to remember.

3. It Opens the Door to Questions and Builds Trust

Often, clients hold back questions they aren’t sure about or don’t want to seem difficult. Your follow up provides a chance for them to raise those quietly hanging concerns.

One founder working on medical devices found that personal follow ups addressing departmental issues convinced hesitant buyers to book demos — boosting conversions by 50%.

4. You Keep the Deal Moving

Deals stall if the prospect feels you’re out of touch. A light follow up nudges them toward the next step — whether that’s a chat, contract review, or signing on the dotted line.

No follow up means your proposal risks just sitting there, ignored.

5. It Helps Your Sales Forecast and Prioritize

Following up regularly adds solid touchpoints to your sales pipeline. You learn who’s engaged, who’s stalling, and can focus energy where it counts most.

Some Numbers to Keep in Mind

HubSpot found 80% of sales take 5+ follow ups to close. But 44% of reps stop after a single try. If you keep at it, you beat most on your team by 70% when hitting your sales goals.

What Makes a Good Follow Up Email After Proposal?

Writing follow ups isn’t just about sending reminders — it’s an opportunity to engage. Here’s what every good follow up email needs:

1. Straightforward Subject Line

Make it obvious why you’re emailing so they open it right away.

Examples:

• “Following up on the proposal we sent"
• "Checking in: Proposal for [Project/Service]"
• "Next steps on your [Product/Service] proposal”

Avoid vague ones like “Following up” alone — no context equals no click.

2. Polite, Personal Greeting

Use their name and if possible, mention something specific from earlier conversations or their company.

Example: “Hi Sarah, hope your week’s going well.”

That little nod makes it clear this isn’t spam.

3. Reference Your Proposal

Mention when you sent it and the project name so they know what you mean. Especially helpful in bigger organizations where multiple proposals float around.

Example: “Just checking in on the proposal I sent last Wednesday about your marketing platform.”

4. Quick Value Reminder

Briefly touch on how you help them or what problem you solve.

Example: “Our platform can cut your customer churn by 15% through automated workflows and smart analytics.”

5. Clear Call to Action

Say what you want them to do next — schedule a call, ask questions, confirm receipt. Keep it simple and low pressure.

Example: “Let me know if you want to set up a call or have any questions.”

6. Polite Sign-Off

Finish with a warm thank you, your full name, role, and contact info.

Example:
“Thanks for your time,
Urvashi Patel
Senior Sales Consultant
[Your Company]
Phone | Email | LinkedIn”

Formal Follow Up Email After Proposal Template

Use this when you don’t know the prospect well or the company culture demands professionalism.

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Subject: Following up on the proposal for [Project/Service Name]

Hi [First Name],

I hope this message finds you well.

I wanted to follow up on the proposal I sent on [Date] regarding [Project/Service]. We believe this solution will provide [brief key benefit or value].

Please let me know if you have any questions or need additional information. I would be happy to schedule a call at your convenience to discuss next steps or address any concerns.

Thank you for considering our proposal. I look forward to your feedback.

Best regards,
Urvashi Patel
Senior Sales Consultant
[Company Name]
Phone: [Phone Number]
Email: [Email Address]

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Why This One Works

• The subject is clear and respectful
• Language is polite and formal but not stiff
• Value is reminded briefly without pressure
• Call to action invites an open conversation
• Closing includes full contact info to make replying easy

This approach fits when things are more formal or the deal is complex.

Informal Follow Up Email After Proposal Template

If you already chat comfortably or prefer a lighter tone, this style is friendly and straightforward without losing professionalism.

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Subject: Quick check-in on the proposal I sent

Hi [First Name],

Just wanted to check in and see if you had a chance to review the proposal I sent last [Day]. Let me know if you have any questions or if there’s anything I can clarify.

Happy to hop on a quick call whenever it suits you.

Looking forward to hearing your thoughts!

Best,
Urvashi

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When to Use Informal Follow Ups

• If you’ve already gotten to know the prospect a bit
• When the company culture is casual
• To keep things relaxed but still professional and focused
• When you want to sound approachable without being pushy

Real Tips for Strong Follow Up Strategies

From working with startups and sales teams, I’ve seen that timing, personalization, and consistent follow-ups matter most. Here are some tips that work:

• Timing is everything: Send your first follow up 3 to 5 days after the proposal. Too early looks desperate; too late and momentum fades.

• Leverage tools: Use CRMs like HubSpot or Salesforce to set reminders or even automate follow up sequences based on prospect actions.

• Make it personal: Reference previous talks, recent company news, or specific pain points to show you’re paying attention.

• Try other channels: Sometimes a LinkedIn message or quick phone call after your email gets better results.

• Track performance: See which emails get replies and adjust your approach if success rates dip.

One SaaS client I worked with boosted wins by 20% by sending two follow up emails plus a phone call within ten days, tailoring messages for each decision-maker.

Extra Tips for Writing Follow Up Emails

To make your follow ups better than average:

• Keep subject lines relevant and natural, avoid spammy words.
• Proofread carefully — typos kill credibility.
• Use a professional signature with your contacts and social links.
• Be clear and concise — busy decision makers don’t want walls of text.
• Avoid attaching too many files; link to resources online instead.
• End with open questions to encourage a reply.
• Stay polite and positive even if you’ve sent multiple follow ups.

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Wrapping It Up

Following up after you send a proposal is a small step that makes a big difference. Whether you go formal or informal, your email should be clear, include value, and ask for the next step.

Using solid templates and proven follow up tactics helps you stay professional, clear doubts, and speed up decision making. Start with the examples here — tweak them for your voice and audience. Stick to good timing and personal touches. You’ll see better responses and close more deals.

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Want some ready-to-go follow up templates?
Download our free proposal follow up email samples here to polish your outreach and get results. Questions or want advice? Email me at urvashi.patel@email.com — happy to help!

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Urvashi Patel has over 8 years helping B2B sales teams and founders improve proposal success through better communication and strategy.