Recently, we put our heads together to refine our sales follow-up process. We had sent out a batch of sales proposals—each tailored to the prospect’s needs, backed by data, and promising real value. And then… silence. No responses, no feedback, nothing.
At first, we assumed they were just busy. But as the days stretched into a week, we started asking ourselves: Did they even receive it? Did it end up buried in their inbox? Were they interested but hesitant? Had they already gone with a competitor?
The reality is, most sales proposals don’t get a response right away. Not because they aren’t good, but because decision-making takes time, inboxes are overflowing, and sometimes, people just forget. So we mapped out a sales follow-up strategy that actually gets responses, moves deals forward, and improves client relationships. And the bit that we discovered most people don’t take into consideration? It goes way beyond just sending another email.
If you’re struggling to get a response, whether you’re refining your approach or looking for a sales proposal example, here’s how to follow up effectively and keep the conversation going.
Why Do Sales Proposals Go Unanswered?
Before we get into how to follow up, let’s talk about why so many proposals get left hanging in the first place.
- The inbox is overwhelming – Decision-makers are bombarded with emails, and your proposal might have been buried under other priorities.
- They need internal buy-in – Your contact may be interested, but they need approval from leadership or other teams before moving forward.
- Unspoken concerns – Maybe pricing, scope, or fit isn’t quite right, but they don’t want to initiate a tough conversation.
- They just forgot – Life happens. Your proposal got opened, was mentally bookmarked, and then forgotten in the chaos of daily work.
What you should takeaway here us that a lack of response doesn’t necessarily mean a lack of interest. Sometimes, they just need a little reminder. Who doesn’t?
So, What’s the Best Way to Follow Up? (Beyond Just Email)
Most follow-ups fail because they rely too much on email. But email is just one tool, not the whole strategy. Remember that.
1. Start with a Simple Check-In (But Make It Easy to Reply)
Your first follow-up should remove friction instead of adding it. Instead of just saying, “Hey, did you get my proposal?”, make it as easy as possible for them to respond.
Try this:
- Confirm that they received it: Send something like, “Just checking in to make sure the proposal landed in your inbox. Let me know if you need me to resend it!”
- Ask a yes/no question: “Would it be helpful to jump on a quick call to go over any questions?”
- Give them an easy out: “If this isn’t the right time, just let me know, and I’ll check back later.”
Why this works: It’s direct, non-intrusive, and makes it effortless for them to reply.
2. Use Multiple Channels (Make It Difficult to Ingmnore)
If email isn’t working, switch it up. Sometimes, a different medium makes all the difference.
✔ Phone Call – A short, friendly call can break through the noise of email overload. If they don’t pick up, leaving a voice message is a good idea.
✔ LinkedIn Message – If you’re connected, send a quick, casual check-in. Another good idea is to engage with their posts to be visible.
✔ Text Message (If Appropriate) – For clients who prefer text, a short, “Just wanted to follow up on the proposal I sent. Let me know how I can help further” can work wonders.
✔ Personalized Video Message – A 30-second ‘Bubble’ video explaining key points of the proposal can stand out and feel more human.
Why this works: People have different communication preferences. Meeting them on their preferred channel increases the chance of a response.
3. Offer Something New Instead of Just Asking Again
Let’s start with getting this straight. Following up is about continuing the conversation. Not merely a reminder. So, instead of just asking if they’ve made a decision, offer additional value.
Try this:
- Share a case study – “I thought it’ll help seeing how we approached this [problem] with [similar company].”
- Provide a unique insight – “This article on [industry trend] shares some amazing insights relevant to our discussion.”
- Address a potential concern – “Many clients initially wonder about [common concern]. Would it help if we walked through how we handle that?”
Why this works: It shifts the focus from chasing a response to helping them make a decision.
4. When to Make the Second (and Third) Follow-Up
The best follow-ups are well-timed—not too soon, not too late. Here’s a general timeline:
First follow-up (24-48 hours after the proposal) – A quick check-in to confirm receipt.
Second follow-up (3-5 days later) – Add value: share insights, a case study, or offer to address questions.
Third follow-up (1 week later) – If no response, address possible objections: “Would love to know if anything is holding you back from moving forward.”
Final follow-up (2 weeks later) – Politely close the loop: “I’ll assume this isn’t the right time, but let me know if that changes.”
Why this works: It keeps the momentum going without being overbearing.
What If There Is Still No Response?
Sometimes, it is possible that even after multiple follow-ups, you’ll still hear nothing. At this stage, it is essential to close out the conversation professionally while leaving the door open.
Try this final email:
Subject: Should I close your file?
Hi [Name],
I haven’t heard back, so I wanted to check in one last time. If this isn’t a priority right now, no worries—I totally understand.
I’ll go ahead and close this out for now, but if anything changes in the future, I’d love to reconnect. Wishing you all the best!
Best,
[Your Name]
Why this works: It removes pressure, but also lets them know they can reach out later. Many prospects actually respond to this message if they were just busy or undecided.
Common Questions About Following Up on Sales Proposals
How many follow-ups is too many?
3-4 follow-ups is a good balance. After that, it’s best to step back and revisit later.
What if they said they’d get back to me but haven’t?
Give them a little extra time, then follow up with a light reminder: “I know you mentioned getting back this week—just checking in to see if there’s anything I can do to help.”
Should I keep following up if they never open my emails?
If your emails aren’t getting opened, switch channels (call, LinkedIn, or text). Also, check your subject lines—are they engaging enough?
What if they haven’t opened my proposal?
If your proposal hasn’t been opened, consider resending it with a more engaging subject line. Additionally, reach out through alternative channels like a phone call or LinkedIn message to ensure they’ve received it.
How do I follow up without being annoying?
Focus on adding value at every stage. If your follow-ups feel helpful instead of pushy, they’ll be much better received.
A lot of folks think that following up is simply about firing off a couple of emails and then just sitting back, hoping for a response. But let me tell you, that’s not even close to the full picture! The truth is, that employing a well-organized, multi-channel strategy is the way to go. It’s not about pestering someone; rather, it’s all about demonstrating your initiative, providing genuine value, and making it super easy for the prospect to engage with you.
By sticking to a thoughtful series of actions, you can maintain that all-important momentum without coming across as pushy or overwhelming. It’s like dancing gracefully around the conversation—keeping things light and inviting while still moving forward!
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