Follow up two or three business days after sending the proposal. Ask whether it answered their questions and what the next step on their side looks like, rather than asking "did you get a chance to look?". If it stalls, offer to adjust scope or walk the decision-maker through it.
| Situation | Timing |
|---|---|
| First check-in | 2–3 business days after sending |
| Second | About a week later, with an offer to adjust |
| Last | 2 weeks later: close the loop politely |
Hi [their first name], Checking whether the proposal for [topic / what it is about] answered your questions. If anything needs to change for your team — scope, timing or format — I can adjust it. What would a sensible next step be on your side? [your name]
Hi [their first name], Proposals often get stuck when the person who signs was not on the calls. Would a 15-minute walkthrough with [decision-maker] help? I can also send a one-page summary if that is easier to forward. [your name]
Hi [their first name], I have not heard back, so I will assume [topic / what it is about] is on hold for now — no problem at all. The proposal stays valid until [date]. If things change, reply here and I will pick it up. [your name]
Check how yours truncates on a phone with the subject line tester.
Two or three business days is common. If they gave you a decision date, follow up the day after it.
Make each email useful: answer a likely question, offer to adjust scope, or offer a walkthrough for the decision-maker. Then close the loop politely instead of chasing indefinitely.
Ask whether the quote matches what they need and what the next step is on their side, and offer to change anything that does not fit.