We’ve all been there. You send a proposal, you wait, you refresh your inbox 15 times, and…nothing. No response. No sign of life. Just silence.
Now you’re stuck in the classic dilemma: Do I follow up? How soon? What if I sound annoying?
Relax. There’s a way to follow up that doesn’t make you look desperate—or worse, like one of those pushy sales emails we all ignore.
AI chatbots have made it easy to generate emails, but the hard part? Getting ChatGPT to write what you actually need. The reality is, that most AI-generated follow-up emails go unread because they feel robotic, vague, or just unnecessary.
We have come up with the ultimate guide on what your follow-up email must include, along with a detailed AI prompt that only needs a few tweaks, plus three refined, niche-specific outputs designed to increase response rates.
How Do I Follow Up on a Proposal Without Sounding Pushy?
A Subject Line That Stands Out
- “One tweak and we’re good to go”
- “Quick heads-up—this might save you time”
- “Let’s make this happen—finalizing your project”
An Opening Line That Feels Personal (Not Copy-Pasted)
- “Hey [Name], I know things get busy, so I wanted to follow up on the proposal we sent for [specific project name] on [date].”
- “Hope you’re having a solid week! Just following up on our proposal for [specific service], sent on [date]—wanted to see if it aligns with what you had in mind.”
A Reminder of the Key Benefit They Actually Care About
- “We put this together to help with [specific pain point] so you can [desired outcome].”
- “This is built for [their company name] to solve [major challenge] and make [specific improvement].”
A Non-Pushy Call to Action
- “If this still looks good, let’s jump on a quick call. No rush, just here if you need me.”
- “Would love to hear your thoughts. Does [time] work for a quick chat?”
A Convenient Way for Them to Access the Proposal
- “I’ve reattached the proposal here for easy access, or you can view it [insert link].”
- “If you need to revisit the details, the proposal is attached again.”
What Is the Best AI Prompt for a Follow-Up Email?
Most AI-generated follow-ups are too generic. Instead, use this refined prompt to generate emails that are outcome-driven, action-focused, and optimized for responses.
AI Prompt for a Follow-Up That Gets a Reply
“Write a follow-up email for a proposal I sent to a client who has not responded. The email should be direct, engaging, and guide them toward a decision without being pushy.
Make the subject line compelling and relevant to their situation, avoiding generic phrases like ‘just checking in.’
The opening should acknowledge that they’re busy while keeping the conversation open-ended.
The body should subtly reinforce the key benefit of our solution, not just remind them that the proposal was sent.
Mention the proposal’s name or project for clarity, and include an easy way for them to access it (either by reattaching it or linking to it).
It should also contain a clear, actionable next step while allowing space for discussion. Keep it under 150 words for easy reading and make it feel like a human wrote it.”
How Do I Get a Faster Response to My Follow-Up Email?
1. Follow-Up for Faster Decision Making
Prompt:
“Write a follow-up email for a proposal where the client seemed interested but hasn’t confirmed. The goal is to prompt a decision without being pushy, emphasizing that the solution is ready to go. Mention the proposal title and reattach it for reference.”
Subject: We’re Ready When You Are – [Proposal Name]
Email:
Hi [Name],
I know things get busy, so I wanted to follow up on the proposal we sent for [Project Name] on [Date]. Everything is lined up, and if you’re ready, we can move forward as soon as you are.
If there’s anything you’d like to adjust or clarify, I’d be happy to discuss. The proposal is reattached here for easy access. Does [time] work for a quick chat?
Looking forward to your thoughts.
Best,
[Your Name]
2. Follow-Up to Address Unspoken Concerns
Prompt:
“Write a follow-up email for a proposal where the client hasn’t responded, and the goal is to uncover any hesitations they might have. The tone should be casual and open-ended to encourage honest feedback. Mention the proposal by name and provide an easy way to access it.”
Subject: Let’s Adjust if Needed – Your Thoughts on [Proposal Name]?
Email:
Hey [Name],
I wanted to follow up on the proposal for [Project Name] that we sent on [Date]. I know sometimes there are questions or small tweaks needed before moving forward—happy to adjust if anything doesn’t quite fit.
The proposal is attached again for reference. Let me know what you think. If it helps, we can hop on a quick call to go over anything. No rush, just here if you need me.
Looking forward to hearing your thoughts.
Best,
[Your Name]
3. Follow-Up to Create Urgency Without Pressure
Prompt:
“Write a follow-up email for a proposal where the client showed interest but might be delaying their decision. The goal is to create gentle urgency by highlighting why acting sooner is beneficial, while keeping the tone professional and non-pushy. Mention the proposal and make sure they have access to it.”
Subject: Perfect Timing – Let’s Lock in [Proposal Name]
Email:
Hi [Name],
I wanted to check in on the proposal for [Project Name] we sent on [Date]. Right now, we have everything lined up to get started, and moving forward sooner means we can [specific advantage—secure pricing, meet a deadline, avoid delays].
The proposal is reattached here in case you need to revisit any details. Let me know if you’d like to go over anything before finalizing. If [time] works for a quick chat, I’d be happy to connect.
Excited to hear your thoughts.
Best,
[Your Name]
Use This Checklist to Verify If Your Prompt Covers Everything
- Does the subject line stand out? Avoid generic phrases like “Just checking in” and instead reference action, benefit, or timing.
- Is the proposal mentioned in the email? Make sure the recipient knows exactly which proposal you’re referring to.
- Is the proposal easily accessible? Either reattach the file or provide a link so they don’t have to search their inbox.
- Does the email reinforce the key benefit? Instead of just reminding them, remind them why the proposal matters.
- Does it suggest a clear next step? Provide an easy way for them to respond—whether that’s confirming interest, setting up a call, or requesting changes.
- Is the tone natural and engaging? Avoid overly formal or robotic language. Keep it professional but approachable.
- Is it under 150 words? Keep it concise. A shorter, clearer email is far more likely to get a response.
How to Follow Up on a Proposal: FAQs and Best Practices
1. How soon should I follow up after sending a proposal?
Ideally, you should follow up five to seven days after sending the proposal. This gives the client enough time to review it without feeling rushed. If you’ve discussed a decision timeline, align your follow-up accordingly. Avoid Mondays (too hectic) and Fridays (too close to the weekend)—mid-week follow-ups tend to work best.
2. What should I include in my follow-up email?
A good follow-up email should be short, clear, and action-driven. Just be sure to include the following:
- A subject line that gets noticed (not just “following up”)
- A quick reminder of the proposal (mention the project name and date)
- A key benefit or outcome to reinforce why it matters
- Une prochaine étape claire (schedule a call, request feedback, or confirm interest)
- Easy access to the proposal (reattached file or direct link)
3. How do I increase my chances of getting a response?
It’s pretty simple. If you want a response, make it easy for them to reply. Here’s how:
- Keep it short—Nobody likes long emails, especially busy decision-makers.
- Personalize it—Mention something specific from your last conversation.
- Use a direct, open-ended question—Instead of “Did you have a chance to review?” try “Would it help if we adjusted [specific detail]?”
- Follow up more than once—If you don’t hear back, send another follow-up a week later. A third and final check-in after 10-14 days is reasonable.
- Experiment with different times—Mid-morning or early afternoon on a Tuesday, Wednesday, or Thursday tends to get the best results.
Take our word for it, these small tweaks can make a big difference in whether your email gets ignored or gets a response.
We at Proposal.biz are in the business of helping people who are facing the same challenges we’ve faced ourselves. If you need help crafting a custom prompt for your follow-up, we’re happy to assist. Visit Proposal.biz to refine your approach.
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