Proposal follow-up email templates

Seven emails for the stage between a new enquiry and a signed client: meeting confirmations and reminders, proposal and lead follow-ups, and a waitlist message for busy periods.

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Free to copy and adapt. Last updated October 2026.

Follow-ups · Brook Lane Dental

Proposal sentMondaySent

First follow-upThursdaySent

Final follow-upNext MondayScheduled

Proposal accepted on Wednesday

How should an accountant follow up on a proposal?

Follow up a few days after sending the proposal with a short, helpful email, then once more about a week later if you haven't heard back. Offer to answer questions or walk through the proposal on a call, and make it easy for the prospect to accept.

The email templates

Replace the words in square brackets. Each email says when to send it.

Proposal follow-up emails

Meeting confirmation

As soon as the call is booked

Subject: Looking forward to speaking on [date]

Hi [First name],

Thanks so much for booking a call with us. It's great to hear from you, and we're looking forward to finding out more about [Business name].

Here are the details:

Who: [Adviser name], [role]
When: [day and date] at [time]
How: [video link or phone number]

The call usually takes around [30 minutes]. There's no need to prepare anything, but if you have last year's accounts or your latest tax return to hand, they'll help us get a clear picture of what you need.

If the time no longer works, just reply to this email and we'll find another that suits you better.

Speak soon,

[Your name]
[Practice name]

Meeting reminder

The day before the call

Subject: See you tomorrow, [First name]

Hi [First name],

Just a quick reminder that you're speaking with [Adviser name] tomorrow at [time].

You can join here: [video link or phone number]

We'll use the time to understand how [Business name] works, what you need help with and what's most important to you, and we'll answer any questions you have about how we work.

If anything has come up and you need to move the call, just reply and we'll sort out a new time.

Looking forward to it,

[Your name]
[Practice name]

Proposal sent

When you send the proposal

Subject: Your proposal from [Practice name]

Hi [First name],

Thank you for your time on [day]. It was really good to learn more about [Business name] and what you're working towards.

As promised, here's our proposal: [link to proposal]

It sets out the services we talked about, what's included and our fees, so you can see exactly what you'd get. When you're happy, you can accept it online in a couple of clicks, and we'll take care of everything needed to get you set up.

If anything isn't clear, or you'd like to add or change something, just let me know. We're always happy to tailor it so it fits what you need.

Best wishes,

[Your name]
[Practice name]

First proposal follow-up

Three days after sending, if not accepted

Subject: Any questions about your proposal?

Hi [First name],

I hope your week's going well. I just wanted to check you'd had a chance to look through our proposal for [Business name]: [link to proposal]

It's completely normal to have questions at this stage, whether that's about what's included, how the fees work or what happens once you've signed up. I'm very happy to talk any of it through on a quick call, or adjust the proposal if something doesn't quite fit.

Just reply to this email and let me know what works best for you.

Kind regards,

[Your name]
[Practice name]

Final proposal follow-up

About a week after the first follow-up

Subject: Checking in on your proposal

Hi [First name],

I didn't want to keep filling your inbox, so this is just a final, friendly check-in on our proposal for [Business name]: [link to proposal]

If the timing isn't right at the moment, that's absolutely fine. Just let me know and I'll get back in touch at a better time. And if you've decided to go in a different direction, a quick reply would be really helpful so we can update our records.

If you'd like to go ahead, you can accept online whenever you're ready, and we'll get everything set up for you straight away.

Thanks again for considering us,

[Your name]
[Practice name]

Lead follow-up

Two days after an accepted enquiry, if no call has been booked

Subject: Let's find a time to chat

Hi [First name],

Thanks again for getting in touch about [services]. From what you've told us, it sounds like we'd be a great fit, and we'd love to help.

The next step is a short, no-obligation call so we can understand [Business name] and what you need from an accountant. You can choose a time that suits you here: [booking link]

If none of the times work, just reply with a few that do and we'll fit around you.

Best wishes,

[Your name]
[Practice name]

Waitlist message

Straight away, for enquiries during busy periods such as January

Subject: Thanks for getting in touch with [Practice name]

Hi [First name],

Thank you for your enquiry, and for thinking of us. We really appreciate it.

We're in the middle of our busiest time of year, so rather than rush your enquiry, we've added you to our list and will be in touch by [date] to arrange a call at a time that suits you.

In the meantime, if anything is urgent, such as a deadline coming up, just reply to this email and we'll do our best to help.

Thanks for your patience, and we look forward to speaking soon.

[Your name]
[Practice name]

How to use it

Follow up twice, then stop

Two follow-ups are usually enough. After that, offer to check in again at a better time.

Link straight to the proposal

Make it one click to read and accept, rather than asking the prospect to find an attachment.

Be useful, not pushy

Offer to answer questions or adjust the proposal, rather than just asking for a decision.

Send these emails automatically

strively sends meeting confirmations and reminders, and lead and proposal follow-ups, for you.

Automated chasersMeeting reminders and lead and proposal follow-ups. Web proposalsWeb proposals, with section-by-section tracking. WaitlistYour own message for enquiries in busy periods.

Frequently asked questions

How long should I wait to follow up on a proposal?

About three days after sending it, then once more around a week later if you haven't heard back.

How many times should I follow up on a proposal?

Usually twice. After the second follow-up, offer to check in again at a better time rather than continuing to chase.

What should a proposal follow-up email say?

Keep it short: link to the proposal, offer to answer questions or adjust what's included, and make it easy to accept online.

What should I send enquiries during January?

A short message thanking them, explaining it's your busiest period and saying when you'll be in touch. strively's waitlist sends this for you while still screening each enquiry.

Can proposal follow-ups be automated?

Yes. strively sends meeting confirmations and reminders, and lead and proposal follow-ups, automatically.

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