How to Email a Proposal: Subject Lines and Template

To email a proposal, attach it as a single PDF or link, use a subject line that names the project and the client, write a short body that recaps the outcome and asks for a walkthrough at a specific time, and send it within 48 hours of your meeting. Then put follow-ups in your calendar.

Subject lines that get opened

"[Project] proposal for [Client company]"
"Your [service] options, as discussed on [day]"
"Proposal: [outcome] by [date]"

Avoid vague subjects like "Proposal" or "Following up", which get lost.

PDF or link?

	PDF	Online link
Opens anywhere	Yes	Usually
Easy to forward	Yes	Yes
Shows when opened	No	Often
Can be edited by mistake	No	No

Avoid sending editable Word files; they look unfinished and can be changed.

Email template

Template

Subject: [Project] proposal for [Client company]

Hi [Name],

Thanks for your time on [day]. As promised, here is our proposal for [project].

In short, we will [solution] so that [outcome] by [date]. There are [number] options inside, starting at [price].

I've held [day, time] for a 15 minute walkthrough with you and [other decision maker]. Does that still suit?

Best, [Name]

For longer formats and more examples, see our guide to proposal cover letters.

Timing

Within 48 hours of the meeting.
During the client's working hours, early in the week if you can.
Not late on a Friday when it will be buried by Monday.

After you hit send

Confirm it arrived if you have not heard back in two business days.
Walk them through it on a call.
Follow a planned sequence: see proposal follow-up emails and when to follow up on a proposal.

Frequently asked questions

Should I send a proposal as a PDF or a link?

A PDF is universal and easy to forward. A link to an online proposal lets you see when it is opened. Either works; avoid editable Word files.

What is a good subject line for a proposal email?

Name the project and the client, for example: Website redesign proposal for Greenleaf Landscaping.

When is the best time to send a proposal?

Within 48 hours of your meeting, during the client's working hours, with a walkthrough call already booked.

How to Email a Proposal (Subject Lines, Format and Timing)