How to send a proposal to a client

You wrote a solid proposal — now the delivery matters just as much. A great proposal sent as a messy attachment, or with a vague "here you go" message, loses momentum. Here is how to send it so it gets opened, read, and answered.

Send a link, not a heavy attachment

A PDF buried in an email is friction: it has to be downloaded, and it often looks broken on a phone. A clean link opens instantly on any device and looks professional. It also lets you know when the client opened it — which tells you exactly when to follow up.

The message that gets a reply

Keep it short and give one clear next step. For example:

• "Hi [name], here is the proposal for [project]: [link]. It covers the scope, timeline and investment. Happy to walk through any part — does [day] work for a quick call?"

Notice the ask: a specific day for a call. A message that ends with "let me know" is easy to ignore; one with a concrete next step is not.

Where to send it

Send it where the client already talks to you — email, WhatsApp, or the channel where the conversation started. A shareable link works everywhere, so you are not forcing the client into a new tool.

Follow up without being pushy

1. Day 2–3: a light check-in — "did you get a chance to open it?"
2. Day 7: add value, do not pressure — share a relevant detail or example.
3. Near the expiry date: use the validity — "the proposal is valid until [date]; happy to adjust the scope if needed."

Send yours in minutes

PropostaPro turns a 2-minute form into a clean, professional link you can send anywhere — no signup, and you can see when the client opens it. Create your proposal. New to proposals? Start with how to write a business proposal.