Guide · Proposals
When to Follow Up on a Proposal (A Simple Schedule)
Follow up two business days after sending, then on days 5, 9, 14 and 21. Here is why that schedule works and what to say at each step.
Follow up on a proposal two business days after you send it, then again around days 5, 9, 14 and 21, adding something useful each time. If you walked the client through the proposal on a call, follow up the day after that call instead. Stop after a polite close-the-file email, and set a reminder to check back in three months.
The schedule
| Day | Follow-up | Channel |
|---|---|---|
| 2 | Did it arrive? Offer a walkthrough | |
| 5 | Share something useful | |
| 9 | Answer a likely objection | Email or phone |
| 14 | Link the decision to their deadline | |
| 21 | Close the file politely |
The full wording for each is in our proposal follow-up email templates.
Why a schedule beats instinct
Without a plan, most people follow up once, feel awkward, and stop. Deals are often lost not because the client said no, but because nobody asked again at the right time. Putting the dates in your calendar the moment you send the proposal removes the guesswork.
Adjust for the client
- They gave a decision date: follow up the day after it.
- They are waiting on a board or budget meeting: ask when it is and follow up after.
- They asked a question: answer within hours, not days.
- They said no: thank them and ask what tipped the decision.
Signs to stop following up
- They asked you to stop.
- They told you they chose someone else.
- You have sent the close-the-file email.
Put the follow-up dates in your calendar before you press send. Future you will thank you.
Read more on why deals stall in why proposals get rejected.
Frequently asked questions
Is it rude to follow up on a proposal?
No. Most clients are busy rather than uninterested, and a short, useful follow-up is welcome.
What if the client says they need more time?
Ask when they expect to decide and whether anything would help, then follow up on that date.
Should I call or email to follow up?
Email first, then try one short phone call or text partway through the sequence.
Keep reading
- How to Write a Business Proposal That Wins Clients (Structure, Examples and Template)
- Proposal Cover Letter: How to Write One (Template and Examples)
- Proposal Pricing Table: 5 Layouts That Make Clients Say Yes
- What to Include in a Business Proposal: The 10 Sections Every Winning Proposal Has
- How to Price Your Services in a Proposal (Fixed, Tiered, Retainer or Hourly)
- How to Write a Scope of Work for a Proposal (Template and Examples)
- Why Proposals Get Rejected: 9 Common Reasons and How to Fix Each One
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