Chasing Sales Proposals? A Guide to Getting a Reply

June 23, 2025

Evie Secilmis

Getting a B2B deal across the finish line is a team sport. Legal needs to review the terms, compliance has to assess risk, and your sales team just needs to move fast. The problem? Most platforms are built for just one of these teams, creating friction that grinds the deal to a halt. This is what leads to endless follow-ups and the dreaded feeling of chasing sales proposals. This guide explores how to fix that, looking at the bigger picture—how a more efficient sales process empowers your entire team to close more deals.

The result? Disjointed workflows, duplicated effort, and deals that stall.

The Importance of Following Up on Sales Proposals

You’ve spent hours, maybe even days, crafting the perfect proposal. You’ve tailored it to the client’s needs, double-checked every detail, and hit “send” with a sense of accomplishment. But what happens next is just as important as the proposal itself. The follow-up is where deals are often won or lost. It’s not about being pushy or annoying; it’s about maintaining momentum, showing your commitment, and guiding your potential client toward a decision. A great proposal can get you in the door, but a thoughtful follow-up strategy is what helps you stay there and ultimately close the deal. It’s the bridge between their interest and their signature.

Without a follow-up plan, you’re leaving the outcome entirely to chance. Your proposal could get lost in a crowded inbox, sidelined by a more urgent issue, or simply forgotten. A strategic follow-up demonstrates professionalism and keeps your solution top-of-mind. It gives you a chance to answer questions, address concerns that may have come up, and reinforce the value you offer. Think of it as a continuation of the conversation, not an interruption. By proactively reaching out, you show the client that you are invested in their success and ready to be a true partner, not just another vendor.

Key Statistics on Following Up

If you feel like you’re sending proposals into a void, the numbers might explain why. According to research from Proposify, only about 2% of sales are made on the first contact. That means a staggering 98% of deals require some form of follow-up to get across the finish line. This single statistic completely reframes the sales process. Sending the proposal isn’t the final step; it’s one of the first. The real work often begins after the document is in the client’s hands. Letting go of the expectation that a great proposal will sell itself is the first step toward building a more resilient and effective sales approach. Your persistence, guided by a smart strategy, is what will convert the vast majority of your leads into customers.

How to Prepare for and Time Your Follow-Up

Timing is everything when it comes to following up. Reaching out too soon can make you seem impatient, while waiting too long can make you seem disinterested. The key is to move from a reactive to a proactive mindset. Instead of guessing when the right moment is, you can build a framework that sets clear expectations and uses data to inform your actions. This approach removes the anxiety from the process and replaces it with confidence. By preparing for your follow-up before you even send the proposal, you position yourself as an organized and thoughtful partner. It shows the client that you have a process and respect their time, which builds trust from the very beginning.

Set Expectations Before Sending the Proposal

One of the most effective things you can do is set the stage for your follow-up before the client even receives the proposal. During your call or meeting, end the conversation by saying something like, “I’ll send the proposal over this afternoon. Would it be okay if I check in on Thursday to see if you have any initial questions?” This simple step accomplishes two things. First, it gets their permission, so your follow-up feels expected rather than intrusive. Second, it puts a specific date on the calendar, creating a sense of shared accountability. This small act of planning makes the entire process feel more professional and collaborative, turning the follow-up from a chase into a scheduled check-in.

Use Tracking Tools to Inform Your Timing

Take the guesswork out of your timing by using technology to your advantage. Many proposal software and sales engagement platforms offer tracking features that show you when a client has opened, viewed, and spent time on your proposal. This information is incredibly valuable. For instance, if you see that a prospect has viewed your proposal multiple times in a single day, it’s a strong signal that they are actively considering it. That’s the perfect moment to reach out with a timely email or call. On the other hand, if the proposal remains unopened after a few days, your follow-up can be a gentle nudge to ensure they received it. Using these insights allows you to tailor your timing to the client’s actual behavior, making your outreach far more relevant and effective.

What to Say in Your Follow-Up Messages

Once you’ve nailed down your timing, the next question is what to actually say. A follow-up message that just says “checking in” adds no value and is easy to ignore. Every single interaction should have a purpose. Your goal is to be helpful, provide value, and make it easy for the client to take the next step. Whether you’re sending an email, leaving a voicemail, or connecting on LinkedIn, your message should be concise, personalized, and focused on the client’s needs. This is your opportunity to reinforce your understanding of their challenges and reiterate why your solution is the right fit. A thoughtful message can reignite a stalled conversation and move the deal forward.

Add Value with Every Touchpoint

The golden rule of following up is to always add value. Instead of simply asking if they’ve reviewed the proposal, offer them something useful. This could be a link to a relevant case study that shows how you’ve helped a similar company, an article that speaks to a challenge you discussed, or an offer to clarify a specific section of the proposal, like the implementation timeline. By providing additional resources, you’re not just a salesperson; you’re a valuable consultant. This approach keeps the conversation going in a natural way and continuously builds your credibility. Each touchpoint becomes another reason for them to trust you and your expertise.

Personalize Your Communication

Templates are a great starting point, but they should never be the final product. Personalization is what separates a memorable follow-up from one that gets deleted. Always use the client’s name and company, and reference specific details from your previous conversations. Did they mention a particular goal or concern? Bring it up again and connect it to a part of your proposal. This shows that you were listening carefully and that you see them as more than just another name on a list. This level of detail demonstrates a genuine interest in their business and makes your communication feel like a one-to-one conversation, which is far more likely to get a response.

Use a Multi-Channel Approach

Don’t put all your eggs in one basket. People have different communication preferences, so a multi-channel approach can significantly increase your chances of connecting. Combine emails with phone calls and even messages on professional networks like LinkedIn. For example, you might send an initial follow-up email, then leave a brief voicemail a few days later, and then connect with them on LinkedIn. This strategy ensures your message is seen without overwhelming the client on a single platform. It shows persistence in a professional way and respects that their inbox might not be the only place they do business.

End with a Clear Next Step

Every follow-up message should end with a clear and easy-to-follow call to action. Vague endings like “let me know what you think” put the burden on the client to figure out what happens next. Instead, be specific. Suggest a concrete next step, such as, “Are you free for a quick 15-minute call on Tuesday to walk through the pricing section?” or “If you have any questions, feel free to book a time directly on my calendar here.” This makes it simple for them to respond and keeps the momentum going. Clarity ensures that both you and the client are on the same page about what will happen next and when.

Understanding and Handling a Lack of Response

It’s one of the most frustrating parts of sales: you send a great proposal to an engaged prospect, and then… silence. It’s easy to assume the worst, but a lack of response rarely means a definite “no.” More often than not, your proposal has been sidelined by other priorities. Understanding the common reasons clients go quiet can help you depersonalize the situation and approach it with a clear head. Instead of giving up or sending a dozen more “just checking in” emails, you can use specific strategies to re-engage the client or, if necessary, gracefully close the loop and move on. This is about taking back control of the process and managing your pipeline effectively.

Common Reasons Clients Go Silent

When a client goes silent, it’s usually because something has changed on their end. As one user on Reddit noted, deals often stall because of internal factors you can’t see. The client might be dealing with unexpected budget cuts, trying to get approval from a different department, or facing a sudden shift in company priorities. The person you’re talking to might love your proposal, but their hands are tied. Understanding that the silence is likely due to logistics, not a rejection of your offer, can help you approach the situation with more empathy and patience. It’s not about you; it’s about their internal process.

Qualify Leads to Reduce Ghosting

The best way to handle ghosting is to prevent it from happening in the first place. This starts with a robust qualification process. Before you invest time in creating a detailed proposal, make sure you’ve thoroughly qualified the lead. Are you speaking with the final decision-maker? Have you confirmed their budget and timeline? Do you have a clear understanding of their purchasing process? Spending more time on qualification upfront ensures you’re only sending proposals to clients who are genuinely ready and able to buy. This not only reduces the chances of being ghosted but also focuses your energy on the deals that are most likely to close.

Use a "Soft Close" to Prompt a Decision

If a deal has stalled and you’re not getting a response, a "soft close" can be an effective way to prompt a decision without being aggressive. This involves sending a low-pressure message that gives the client an easy out. You could say something like, “I haven’t heard back from you on the proposal and wanted to check in. I understand that priorities can shift, so if now isn’t the right time, that’s completely fine. Just let me know, and I can close out your file for now.” This approach often gets a quick response because it relieves the pressure. They might tell you the project is on hold, or it might be the nudge they need to re-engage.

Send a "Break-Up" Email to Close the Loop

If you’ve followed up multiple times with no response, it’s time to send a “break-up” email. This isn’t about being dramatic; it’s a professional way to close the loop and clean up your pipeline. The email should politely state that you’re assuming they are no longer interested and that you will be closing their file. However, it should also offer value and keep the door open for the future. You could include a helpful resource and let them know you’re available if their needs change. This final, professional touch often gets a response and leaves a positive lasting impression, even if the deal doesn’t move forward right now.

Broader Sales Strategies to Improve Your Process

While specific follow-up tactics are crucial, they work best when they’re part of a larger, well-defined sales strategy. Improving your follow-up game isn’t just about writing better emails; it’s about refining your entire sales process, from lead qualification to team training. By taking a step back and looking at the bigger picture, you can identify areas for improvement that will have a lasting impact on your success. This involves focusing on the metrics you can control, empowering your team with the right skills, and leveraging technology to create a more efficient and effective workflow. A strong foundation makes every other part of the sales cycle, including the follow-up, much easier to manage.

For example, a streamlined proposal generation process can free up significant time for your team to focus on what really matters: building relationships and having meaningful conversations with clients. When your team isn't bogged down creating documents from scratch, they have more bandwidth for strategic follow-ups and personalized outreach. This is where an AI deal desk solution can be a game-changer, automating the creation of accurate, high-quality proposals. This allows your reps to spend less time on administrative tasks and more time engaging with prospects, ultimately leading to better outcomes and a more motivated team.

Focus on What You Can Control

In sales, there are many things outside of your control, from a client’s budget to their internal politics. Obsessing over these can lead to frustration and burnout. Instead, focus your energy and your definition of success on the actions you *can* control. You can’t control whether a client signs a proposal, but you can control how many follow-up calls you make, how many new leads you contact, and how much time you spend personalizing your outreach. By measuring your success based on your own consistent efforts, you build healthy habits and maintain a positive mindset, regardless of the outcome of any single deal. This shift in focus keeps you motivated and productive.

Train Your Sales Team for Effective Conversations

Effective follow-up requires strong communication skills. It’s not enough to just give your team a script; they need ongoing training to handle different scenarios and have meaningful conversations with decision-makers. This includes training on how to write compelling emails, how to navigate difficult questions on the phone, and how to build rapport. A well-trained team is better equipped to add value at every touchpoint and guide clients through the decision-making process. Investing in continuous skill development ensures your team can adapt to changing client needs and consistently represent your company in the most professional and effective way possible.

Here’s what all three teams actually want—and what your platform should deliver:

1. One Source of Truth for Every RFP, DDQ, and Security Questionnaire

Nobody wants to hunt through 20 email threads or stale Google Docs to find the last answer. A central workspace ensures everyone is working off the same version—whether it’s an RFP, a due diligence questionnaire, or a security review.

Legal needs: Fast access to the last approved clauses
Compliance needs: Confidence in up-to-date, reviewed responses
Sales needs: A single, searchable place to pull answers without blocking the deal

2. Role-Based Permissions That Keep Sensitive Content Secure

Not everyone needs to see everything. But too many tools treat access as all-or-nothing. The right platform offers granular permissions—so sales can edit their parts, compliance can review theirs, and legal can lock final language.

Set view, edit, or admin access by user or team.
Restrict sensitive content to just the people who need it.
Keep collaboration efficient without compromising control.

3. Real-Time Collaboration Without Endless Back-and-Forth

Whether you're reviewing an MSA, updating an NDA, or revising a security response, email is not the move. Instead of ping-ponging redlines or chasing someone down for status, top teams collaborate directly inside the platform—leaving comments, tracking changes, and moving in real time.

4. Automation That Doesn’t Compromise Accuracy

AI-powered automation can accelerate response work—but it needs to be trustworthy. The ideal platform suggests approved language, pulls from previous responses, and flags inconsistencies before anything is submitted.

The result?
Legal and compliance get peace of mind.
Sales gets speed without shortcuts.

How Automation Frees Up Time for Better Follow-Ups

Automating the initial proposal work does more than just speed up the first step; it fundamentally changes the follow-up game. Think about it: when reps aren't spending hours manually compiling answers for RFPs and security questionnaires, they have the time and mental energy to be persistent. This is a huge advantage, especially when you consider that nearly half of all salespeople give up after just one follow-up, even though it often takes about five follow-ups to close a deal. The time saved by using an AI-powered platform to generate accurate first drafts can be reinvested into crafting thoughtful, personalized messages that add value and keep the conversation moving forward. It shifts the focus from administrative work to strategic relationship-building, which is where deals are truly won.

5. A Shared Timeline That Tracks Every Step

Who approved that clause? When was the risk assessment completed? Did compliance already review this section?

A shared audit trail brings full transparency to the process—without slowing it down.

Iris Brings It All Together

Iris is built for modern sales teams—but designed with legal and compliance in mind. From Slack to Salesforce to your Chrome browser, Iris connects every team where they already work.

✅ Role-based access
✅ Central project queue
✅ Smart AI-suggested content
✅ Audit-ready collaboration
✅ Fast ramp-up with no IT lift

Ready to simplify cross-functional collaboration?

See how Iris helps legal, compliance, and sales finally work from the same playbook.
Book a demo →

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Frequently Asked Questions

I'm worried about being pushy. How do I follow up without annoying my potential client? This is a common concern, but it helps to reframe your mindset. You’re not being pushy; you’re being a helpful guide. The key is to make your follow-up feel expected and valuable. If you set expectations at the end of your initial call by saying, “I’ll check in on Thursday to see if you have questions,” your outreach becomes a scheduled touchpoint, not an interruption. When you do reach out, make sure you’re offering something useful, like a relevant article or an offer to clarify a specific point. This turns the follow-up from a chase into a professional, supportive conversation.

What's the best way to know when to send a follow-up email? Instead of guessing, you can use a two-part strategy to get your timing right. First, be proactive and set the timeline yourself before you even send the proposal. Agree on a specific day for a check-in with the client. Second, use technology to your advantage. Proposal tracking tools can show you exactly when a client opens your document and which sections they spend the most time on. If you see them reviewing the pricing page multiple times, that’s a perfect signal to reach out with a timely and relevant message.

My client has gone completely silent after I sent the proposal. Does that mean the deal is dead? Not at all. Silence rarely means a hard "no." More often than not, your contact is dealing with internal priorities you can't see, like getting budget approval or waiting on feedback from another department. Instead of assuming the worst, try sending a low-pressure "soft close" email. A simple message that acknowledges they're busy and gives them an easy out can often prompt a quick response, letting you know if the project is simply delayed or if it's time to move on.

What if I just don't have time to craft personalized follow-ups for every single proposal? That’s a very real challenge, and it usually points to a bottleneck earlier in the process. If your team is spending countless hours manually creating proposals, RFPs, and security questionnaires, there’s simply no time left for thoughtful outreach. The solution is to streamline the document creation process. When you use a platform that automates the heavy lifting of generating accurate first drafts, you free up your team to focus on what truly matters: building relationships and having the strategic conversations that close deals.

Besides "checking in," what can I actually say to add value in my message? The goal is to be a resource, not just a salesperson. Think about what would genuinely help your client. You could share a link to a case study featuring a company in their industry, offer to do a quick 15-minute screen share to walk through the implementation plan, or introduce them to a technical expert on your team who can answer a specific question they had. Each message is an opportunity to demonstrate your expertise and reinforce that you are invested in solving their problem.

Key Takeaways

Set the Stage for Your Follow-Up: Don't leave your next steps to chance. Before sending the proposal, agree on a specific time to check in. This simple step turns an intrusive chase into an expected, professional conversation and shows you respect their time.
Make Every Touchpoint Count: Move beyond the empty "just checking in" email. Each follow-up is a chance to provide value—share a relevant case study, answer a potential question, or offer a helpful resource. This builds your credibility and keeps the conversation moving forward naturally.
Automate the Admin, Ace the Follow-Up: When your team isn't bogged down building proposals from scratch, they have more time and energy for persistent, personalized follow-ups. Automating first drafts empowers your reps to focus on the strategic conversations that actually win deals.

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