Pick up the conversation, not the pieces

Sending a proposal does not end the conversation. It may raise questions about scope, pricing, timing or the client's internal decision. Useful follow-up starts with that context and makes a specific response easier.

Record what remains unresolved

A next step needs a reason. Before creating a reminder, record what the client needs to resolve. “Follow up” says little. “Confirm whether they need an English version so we can adjust the scope” gives you a way to continue.

Keep the shared proposal, brief answers and opportunity notes together. You should not have to reconstruct the project's context from several documents every time you return to it.

Make the response easier

This fictional message is an example you can adapt:

Hi Marta. We included two options in the proposal based on the website languages. Have you been able to confirm whether the first release also needs English? That will help us finalise the scope and review the work plan.

The question explains what is missing and why an answer matters. Avoid combining several requests that belong to different decisions in the same message.

Separate a visit from a decision

A visit to a link does not prove that a particular person read or approved the proposal. It may be an activity signal, but it cannot replace a response. Record what you know and leave unconfirmed information open.

Likewise, a question is not an acceptance. If the client requests a change, identify the version they are referring to and review the scope before sharing an updated proposal.

Give each follow-up an outcome

• If there is a reply, record the decision and next step.
• If information is missing, identify what it is and who can provide it.
• If the project is postponed, update its status and a useful date if one exists.
• If it does not proceed, keep the reason only when you actually know it.

The client record should help you continue where the conversation stopped. Keep internal notes separate from the public proposal, and avoid asking for information the client has already supplied.