The most common mistake when sending a proposal
Sending a PDF without any context in the email body. The client receives a large attachment without knowing what to expect and often leaves it for “later”. The message accompanying the proposal should summarize the essentials.
After sending, adapt the follow-up to the document status and use the signature link when approval is ready.
Steps
1. Write a clear subject line
Include the project name and the word “proposal” or “quote”. Avoid generic subjects such as “Information” that disappear in a busy inbox.
2. Summarize the scope in two or three lines
Before opening the document, the client should know what you are proposing and the approximate cost. This makes it easier to take the next step and read the full proposal.
3. State the next step explicitly
Tell the client what you need: approval, a signature or a scheduled call. An email without a clear call to action is easier to leave unanswered.
4. Follow up after 48 to 72 hours
If you have not received a response, a short, friendly reminder can bring back proposals that were overlooked simply because the client was busy.
Example email for sending a proposal
Subject: Business proposal — Estudio Almendra website redesign
- Hi Marta, here is the proposal for your website redesign.
- It includes UI design, frontend development and content migration, for a total of $3,886 USD.
- The proposal is valid for 10 days. You can review and approve it directly here: [quote link]
- Please let me know if you have any questions.