How to Keep the Momentum After Sending a Proposal
Let’s talk about the art of the follow-up. Are you avoiding it, feeling like it’s a bit too pushy or awkward? You’re not alone—many of us hesitate when it comes to following up with clients. But here's the thing: follow-ups aren’t just about closing a sale; they’re about building relationships.
Think about it this way. Jill Celeste has a beautiful perspective on this: “Following up with your sales prospects is an act of love.” When we follow up, we’re showing our clients that we care enough to check in, that we’re committed to helping them find the best solution. It’s a gentle nudge that says, “Hey, I’m still here, ready to support you.”
Over the years, I’ve learned that consistency in following up can lead to some of the best projects. In today’s world, where everyone is juggling a million things at once, it’s easy for an email to slip through the cracks. I’ve had clients respond only after the third or fourth email, and you know what? That’s completely okay! Sometimes, it just takes a little persistence to get on their radar, and if they don’t respond at all, that’s fine too—it just means it wasn’t the right fit at the moment.
In this post, I’m excited to share a strategy that has worked wonders for me—we call it the Follow-Through Method. This approach is designed to keep the conversation going without feeling overbearing. It’s about being present, but not pushy. Here’s how it works:
Email 1: Confirmation of Receipt
When to Send: The day after you send the proposal.
Purpose: To confirm the client received the proposal and to let them know the next steps.
Start with a friendly check-in to confirm they received the proposal. Keep it light and let them know the ball is in their court. This isn’t about pressuring them; it’s about ensuring everything is in place for them to make their decision.
TEMPLATE:
“I’m just sending a quick check-in to make sure you received the proposal I sent over yesterday. In the proposal, I’ve outlined our standard process of service and answered a few frequently asked questions, so please take some time to review it in full. If you have any questions, please don’t hesitate to reach out!”
Email 2: Any Questions
When to Send: 3 days after the first email.
Purpose: To follow up and encourage a response.
This follow-up is a gentle reminder to see if they’re ready to move forward. You’re simply checking in to see if there are any questions or concerns that need addressing. It’s a chance to reaffirm your interest in the project without coming off as impatient.
TEMPLATE:
“I’m circling back to see if you’ve had a chance to review our proposal and if you have any questions before moving forward. We have a few inquiries coming in at the moment, so I want to ensure we can reserve your project in our calendar as quickly as possible. Let me know if anything is unclear or if you have any changes to your project requirements.”
Email 3: Following Up
When to Send: 1 week after the second email.
Purpose: To remind the client that you’re still awaiting their decision.
People get busy—life happens. This email is a kind nudge to remind them that you’re still waiting and that their project is important to you. It’s a way of saying, “I’m here when you’re ready, but I can’t wait forever.”
TEMPLATE:
“Just checking in on your proposal to see if you’ve decided to move forward. Our calendar for the season is filling up fast, so if you’d like to secure a spot, please let me know if you’re interested!”
Email 4: Closing the Loop
When to Send: 2 weeks after the third email.
Purpose: To let the client know that if you don’t hear back, you’ll be moving on.
At this point, it’s time to start wrapping things up. This message lets them know that while you’ve enjoyed the conversation so far, you’ll need to move on if you don’t hear back. It’s a respectful way to close the chapter, making it clear that your time is valuable.
TEMPLATE:
“I’ve reached out a few times to follow up on your proposal, but I haven’t heard back, so I’ll assume the timing isn’t right or that you’ve decided to go in a different direction. No worries—I’ll annul the proposal since the terms we agreed on are now out of date. Please let me know if I can assist you in the future.”
Email 5: Requesting Feedback
When to Send: 3 weeks after the fourth email.
Purpose: To ask for feedback on why they chose not to proceed, if that’s the case.
This final email is all about feedback. It’s an invaluable tool in understanding why things didn’t progress. Did something in your proposal not align with their needs? Was the timing off? This insight can be crucial in refining your approach and offerings.
TEMPLATE:
“Thank you for considering my services. Even though we weren’t able to work together, I’m glad we had the chance to connect! I’m always eager to improve my business and enhance the experience for future clients. If you’re up for it, I’d love to hear why you decided not to book my services. I know this might be a forward question, but I’d appreciate any feedback you can share.”
These emails aren’t just about securing the project—they’re about communication, clarity, and respecting both your time and the client’s. By setting these boundaries, you’re not just protecting your energy; you’re also demonstrating professionalism and care.
Ready to Simplify Your Client Communication?
If you found these templates helpful, you’ll love our complete collection, Client Email Templates for Interior Designers. This collection includes everything you need to streamline your client communication, from onboarding to offboarding and everything in between. With these ready-to-use templates, you’ll save time, reduce stress, and ensure you never miss a beat with your clients.
