Sending Proposals to Clients via Email

Once your proposal is ready, the most professional way to deliver it is via email directly from Nizam. This creates a seamless experience—clients receive a notification with a direct link to review and accept your proposal.

Why Send via Email

[Screenshot: Send proposal via email dialog]

Professional delivery:
Clients receive a branded email with your proposal.

Automatic notifications:
System sends the email immediately upon clicking Send.

Tracking:
You’ll know when the email was sent and when the client views it (depending on system capabilities).

Status change:
Sending moves the proposal from Draft to Pending, signaling it’s now in the client’s hands.

Everything in one place:
The email includes a link directly to the viewable proposal—no attachments to download.

Easy acceptance:
Clients can review and sign the proposal right from their browser.

Before You Send

Checklist before sending:

✅ Proposal is complete (all sections, pricing, services)
✅ Contract period and expiration date are set
✅ Agreement is linked (if required)
✅ Spelling and formatting are proofread
✅ All required fields marked with * are filled
✅ Client information is correct
✅ You’ve previewed the proposal to see what the client will see

[Screenshot: Proposal preview mode]

Use the Preview mode in the editor to see the client-facing view before sending.

Sending a Proposal

[Screenshot: Send proposal action button]

Open the proposal you want to send
Click Send or Send via Email (button location varies)
A dialog appears with email composition options

Email Composition

[Screenshot: Email composition dialog with subject, message, and recipient fields]

You’ll see fields for:

To (Recipient):
Client’s email address, usually pre-filled from the linked client record. Verify it’s correct.

Subject Line:
Default might be “Proposal from [Your Business]” or “New Proposal: [Proposal Name]”. Edit as needed.

Message:
Personal note to accompany the proposal link. Use this to:

Greet the client personally
Reference your conversation
Highlight key points
Provide context or next steps
Set expectations (“Please review and let me know if you have questions”)

Proposal Link:
Automatically included in the email. The client clicks this to view the proposal.

Additional Options:

CC yourself or team members
Send a copy for your records

Personalizing the Email

[Screenshot: Custom email message being composed]

Good email messages:

“Hi Sarah, Thanks for taking the time to discuss your website redesign project. I’ve put together a proposal that outlines the scope, timeline, and pricing we talked about. Please review and let me know if you have any questions. Looking forward to working together!”

“Hello Marcus, Attached is the proposal for your quarterly marketing retainer. I’ve included three package options so you can choose what works best for your budget. Excited to help you grow your brand!”

Avoid generic messages:
Take 30 seconds to personalize. Clients appreciate the effort.

Sending the Email

[Screenshot: Send button in email dialog]

Once you’ve composed the message:

Review recipient, subject, and message
Click Send or Send Email
The proposal status changes to Pending
Client receives the email immediately

[Screenshot: Proposal status changed to Pending]

You’ll see confirmation: “Proposal sent to [client@example.com]”

What the Client Receives

[Screenshot: Example client email with proposal link]

The client’s email includes:

Your custom message
A prominent View Proposal button or link
Basic proposal details (proposal name, your business name)
Possibly the expiration date (“Please respond by March 15”)

They click the link and land on the proposal viewing page.

After Sending

What happens next:

Proposal status is Pending
You can view the proposal but can’t edit it without recalling
Client can review, select packages, and sign
You may receive notifications when the client views or accepts

Tracking:
Check the proposal list to see status updates. Some systems show “Viewed” or “Opened” indicators.

Resending a Proposal

If the client didn’t receive the email or lost the link:

[Screenshot: Resend proposal action]

Open the Pending proposal
Click Resend or Send Email Again (action might be in dropdown)
Optionally update the message
Send again

This doesn’t create a duplicate—it sends another email with the same proposal link.

Editing a Sent Proposal

If you need to make changes after sending:

Recall the proposal back to Draft status
Make your edits
Send again (preferably with a note: “Updated proposal attached”)

[Screenshot: Recall action in proposal dropdown]

Recalling removes the client’s access to the old version, so they only see the updated proposal when you resend.

Sending vs. Sharing a Public Link

Sending via email:

Personal, direct delivery
Professional presentation
Client receives notification
Status changes to Pending

Sharing a public link:

Casual delivery (text, chat, social)
You copy and share link manually
No automatic notification
Useful for quick sharing

Most businesses prefer sending via email for professional proposals.

Proposal Email Best Practices

✅ Personalize every email: Mention specifics about the project or conversation.

✅ Set a clear call-to-action: “Please review and accept by Friday” or “Let me know if you have questions.”

✅ Keep it concise: The proposal has all the details. The email should be brief and friendly.

✅ Proofread: Typos in the email hurt professionalism just as much as typos in the proposal.

✅ Send from the right person: If you’re the main contact, the email should come from you.

✅ Follow up: If the client hasn’t responded in a few days, send a friendly follow-up.

✅ Double-check the email address: Sending to the wrong address wastes time.

Common Questions

Can I send a proposal to multiple email addresses?
Some systems allow CC or multiple recipients. Check if your system supports this.

What if the client doesn’t have an email address?
You’ll need to use the public link sharing method or collect an email address first.

Can I edit the email template?
Some systems allow customizing the default email template. Check settings or template options.

Does sending trigger any automations?
Possibly. Some systems auto-create invoices, tasks, or reminders when proposals are sent.

Can I schedule a proposal to send later?
Not all systems support scheduling. You may need to manually send at the desired time.

What if the email bounces?
You’ll typically receive a notification. Verify the email address and try resending.

Can I send proposals from my own email client?
Not directly. You’d need to share the public link and send the email manually. Sending via the system is cleaner and tracks status properly.

How do I know if the client opened the email?
Email tracking capabilities vary. Some systems show “Opened” or “Viewed” status; others don’t.

Troubleshooting

Email not received:

Check spam/junk folders
Verify email address is correct
Resend the proposal

Client can’t access the link:

Ensure they’re clicking the link in the email
Try resending
Share the public link as backup

Proposal shows old content:

You may have edited without recalling. Recall, edit, and resend.