If you’ve been following the BoldHaus approach to client proposals, then you already understand that the real work happens before anything is sent.
You already know you need to co-create the solution with the client. And you also know how to present a business proposal to a client, walking them through the scope of work live — either in person or over Zoom — as opposed to just “sending it over” via email and losing all control.
By the time you reach the point of emailing over the polished proposal for signature (using our proven 11-part consulting proposal template), alignment should already exist. The scope is clear. The investment has been discussed. The solution reflects decisions made together.
So, on the surface, this final step of emailing over a copy of the document can feel administrative — simply delivering a finalized version of what’s already been agreed upon. Right?
Wrong. That assumption is where many otherwise solid deals lose momentum.
Even when everything leading up to this moment has felt smooth and collaborative, the proposal email still carries real responsibility.
It’s doing some heavy lifting in keeping the deal moving forward: Getting an agreement signed and a deposit paid quickly. The email is not a formality — it is an execution step.
That’s why the email you send alongside your proposal PDF still has important work to do. Specifically, there are three outcomes your proposal email must create when you finally send the document.
In this article, we’ll break that down for you, along with the five pre-steps to complete before sending a proposal email, and share the exact email template we recommend to our own clients, which you can customize.
You can also watch me walk through all of this in this short video.
What Should You Do Before Sending a Consulting Proposal?
Before even writing your client proposal, make sure that you’ve completed these five pre-steps. When done correctly, these steps will make writing and sending your email proposal so much easier and reduce your chances of being ghosted in the first place.
1. Have you shared your full suite of services?
- Clients often only ask for what they already know. Highlight other solutions that could be a better fit for their goals.
- Don’t assume they know the full scope of what you can offer. Make sure that they are fully aware of what you have to offer and can offer to them.
2. Have you conducted a thorough needs clarification?
- Don’t let a prospect rush you through a conversation.
- Even if a client wants to summarize quickly, dig deeper to understand the full scope of their problem.
3. Have you co-created the solution?
- Make sure everything in your proposal reflects decisions you’ve made together: scope, timelines, deliverables, and investment.
- When your client receives your proposal, nothing in there should be a surprise to them.
4. Have you had the budget conversation?
- Confirm the client’s budget range so your proposal isn’t their first introduction to cost.
- Let’s say that again: the proposal should not be the first time that money is entering the discussion.
5. Do you understand the client’s urgency?
- What deadlines or organizational priorities make this project important right now?
- Aligning on urgency helps prevent delays and ensures decision makers act promptly.
- Don’t rely solely on the importance of this initiative (although it’s crucial). Instead, you also must align on why this project needs to be implemented now.
What Should You Say In A Proposal Email?
Once you’ve completed the five steps above, your email should:
- Reinforce alignment: Show that this proposal reflects everything discussed.
- Set expectations: Clarify next steps and timelines.
- Communicate enthusiasm: Assure the client that you’re committed to a smooth, rewarding process.
Sample Email Template for Sending a Consulting or Coaching Proposal to a Client
Here is a template we suggest our clients use. Feel free to customize this swipe copy to your own needs:
Subject: Proposal Attached – Ready for Next Steps
Hi [Prospect’s First Name],
As discussed, I’ve attached the final proposal capturing everything we’ve aligned on – including the scope, investment, and start date. This reflects our conversations and the solution we’ve co-created in partnership to help you achieve [specific goal or outcome].
Please take a moment to review, and if everything looks as expected, we will move forward with making it official via DocuSign. Once signed, we’ll then send over the meeting invite for the kick-off session that is slated for [time] on [date].
We are honored and excited to have this opportunity to work with you and truly believe we are on the right team to partner with you on this effort. Should we move forward, you have our utmost commitment to achieving the goals that have been laid out, and making the journey a rewarding one.
Let me know if you have any questions. Looking forward to working together!
Best,
[Your Name]
[Your Company Name]
3 Reasons Why This Proposal Email Works
- No surprises: All decisions have been co-created; the client only needs to review.
- Time-sensitive: A kickoff session is already scheduled, signaling urgency without pressure.
- Confidence & professionalism: Shows that you’re excited, organized, proactive, and experienced.
Why Should Emails Sound Proactive?
Decision makers are busy — and the last thing they want to do is read a college-type essay. By framing your email to be proactive, short, and confident, you improve your chances of getting faster and more favorable responses.
In fact, an article published in Harvard Business Review emphasized the importance of “getting to the point” and avoiding — or even completely eliminating — open-ended questions that may confuse the reader.
What Comes After Sending a Strong Proposal?
Knowing exactly what to say when you send a proposal is an important skill, but it’s only one part of building a sustainable, high-confidence consulting or coaching business.
If you want to feel more grounded and strategic when working with real decision makers, BoldHaus can help.
We work with self-employed experts and boutique-firm CEOs who want to:
- Connect with the right B2B decision makers
- Close high-value engagements and retain clients long term
- Grow revenue and impact without sacrificing lifestyle
- Keep more of what they earn while building long-term, generational wealth
Ready to take the next step? Learn more about the BoldHaus Collective here.
