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It’s easy for project proposals to be stuck in the prospect’s inbox.
But the key to keeping top of mind? It relies on how you write the email — and how you follow up.
Read on…
⏰ Today in 5 minutes or less:
When sending a proposal email, you can set an expectation on time so that the follow-up feels expected — not intrusive.
You need five intentional touchpoints to follow-up, keeping you on top of mind without clogging their inbox.
Asking to contact another person in the team can also serve as a nudge to engage with you, as long as it’s done gracefully.
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Why Proposals Get Ignored (and How to Fix It)
Right before sending a proposal, consultant’s wonder:
What should you say in the email so that it gets a response?
And if it doesn’t get one:
What should you send without sounding awkward or pushy?
As soon as you hit send, the proposal gets lost in the client’s busy inbox and corporate red tape.
You can sit around and wait for them to get back – or you can nudge the momentum.
Gif by mondayCRM on Giphy
This means sending it through the right channels, using the right language, and following up at the right cadence.
Let’s make this simple.
Part 1: How to Send a Proposal
The default rule is to send it by email.
Emails feel professional. It’s searchable. It’s forwardable internally. It creates a paper trail.
You can send a quick LinkedIn or text heads-up, if you have an existing relationship:
Just sent over the proposal for [project] – let me know if you’d like to walk through it.
But the actual document should live in their inbox.
Now, what should the email say?
It should do four things:
Re-anchor to their problem.
Reinforce outcomes.
Pique their interest.
Set expectations for next steps.
Not this:
Attached here is the proposal.
Instead, go for something more professional:
Asking for feedback on does three important things: pique their interest, make sure they read your proposal, and get their take on the question.
The last part of your email also holds a lot of weight, because you’re gently introducing time into the equation.
You can also add one more powerful line:
If I don’t hear from you first, I’ll follow up on Friday.
This removes ambiguity and makes your follow-up feel expected, not intrusive.
Part 2: When and How to Follow Up
This is the part where most indies freeze up... or overdo it.
You’ve probably read the advice from David A. Fields about using eight follow-up emails after the last exchange to move a deal forward.
It works great for larger organizations – where decisions stall, priorities shift, and internal alignment takes longer than anyone admits.
But in most engagements, I think it’s a bit much.
Personally, five is the sweet spot.
Not five identical nudges – but five intentional touchpoints.
Enough to stay on top of mind, but not to clog their inbox or dilute your positioning.
Here’s the full sequence:
First, a gentle reminder to make sure the proposal didn’t get lost in a busy inbox – sent after 2-4 business days.
Next, a check-in about one week after the first follow up, to bring the proposal back to their priorities. This also invites engagement.
Asking to contact another person is a clever tactic, because they don’t want you to go to someone else. That will serve as a nudge to engage with you.
If there’s still no response, a pulse on timing should be sent about two weeks after the first follow up. This is to acknowledge shifting priorities and give them room to say “not now.”
The next one is a direct ask, about three weeks after the first follow up, that cuts through inertia with a clear question to move things forward.
Lastly, a graceful close-out about four weeks after the first follow up, to close the loop politely while leaving the door open for the future.
This sequence keeps momentum alive, shows professionalism, and leaves the door open even if the answer is “not now.”
Momentum Is Yours to Manage
Most proposals don’t get an immediate reply because they get lost – in inboxes, in internal conversations, in shifting priorities you’ll never see.
The consultants who close more deals aren’t luckier; they know how to manage momentum.
They send proposals with clarity, follow up with intention, and make it easy for clients to decide.
If you don’t want your work sitting quietly in someone else’s inbox, own the process after you hit send.
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