Sales proposals sent via email achieve only 37% open rates, with 63% never opened and 80% requiring 5+ follow-ups to close, according to sales research. Meanwhile, tracked proposals with engagement analytics close 28% faster and achieve 15% higher win rates.

Peony optimizes proposal delivery: send as trackable links instead of attachments, see who viewed and which sections interested them, perfect follow-up timing based on engagement, and maintain professional presentation. Purpose-built for winning sales proposals.

Here's your complete guide to sending sales proposal emails in 2025.

Essential Email Components

Element	Guidelines	Example
Subject	Under 50 characters, company name, create urgency	"Acme Corp Proposal - 20% Savings Opportunity"
Opening	Name, reference conversation, state value (2-3 sentences)	"Hi John, following our discussion about reducing costs..."
Overview	2-3 bullet points, specific benefits, quantified value	• 30% efficiency increase • $50k annual savings • 2-week implementation
Proposal Link	Trackable link (not attachment), clear CTA	"Review complete proposal: [secure link]"
Next Steps	Specific action, create urgency, easy response	"Let's schedule 30-minute call this week to discuss implementation"
Closing	Professional sign-off, full contact info	"Best regards, Jane Smith, Senior Sales Executive"

Why Never Attach Proposals as PDFs

Email attachments problems:

❌ Don't know if opened
❌ Don't know which sections viewed
❌ Can't track engagement
❌ Can't update without resending
❌ File size limits
❌ Forwarded without control
❌ Multiple versions circulate

Link-based sharing advantages:

✅ Know who viewed
✅ See which sections interested them
✅ Track time spent
✅ Update anytime (same link)
✅ Professional presentation
✅ Perfect follow-up timing
✅ Version control

Impact: 28% faster close rates with tracking

Sales Proposal Email Templates

Template 1: Value-Focused (B2B)

Subject: [Company Name] Proposal - [Specific Value Metric]

Hi [First Name],

Thank you for discussing [Company]'s [specific challenge] on our call. I've 
prepared a detailed proposal showing how we can help you achieve [specific goal].

Key benefits for [Company Name]:
• [Benefit 1]: [Metric, e.g., 30% cost reduction]
• [Benefit 2]: [Metric, e.g., $50k annual savings]
• [Benefit 3]: [Metric, e.g., 2-week implementation]

Investment: $[Amount] with [ROI timeline, e.g., 6-month payback]

Review complete proposal: [Peony trackable link]

I'm available [specific dates/times] to discuss implementation details 
and answer any questions.

Looking forward to partnering with [Company]!

Best regards,
[Your Name]
[Title]
[Company]
[Phone]
[Email]

Template 2: Problem-Solution (Consultative)

Subject: Solving [Specific Problem] for [Company Name]

Hi [First Name],

You mentioned struggling with [specific problem] during our conversation. 
Our solution directly addresses this through [specific approach].

How we'll solve it:
• [Solution component 1]
• [Solution component 2]  
• [Solution component 3]

Expected outcomes:
• [Outcome 1 with timeline]
• [Outcome 2 with metric]
• [Outcome 3 with ROI]

Full proposal with pricing and timeline: [Peony link]

When can we discuss the next steps?

Best,
[Your Name]

Template 3: Competitive Differentiation

Subject: Why [Your Company] vs. [Competitor] for [Company Name]

Hi [First Name],

Based on your evaluation of [Competitor], I've prepared a side-by-side 
comparison showing why [Company Name] will achieve better results with us.

Key differentiators:
• [Difference 1]: We deliver X vs. their Y
• [Difference 2]: Our approach provides Z benefit
• [Difference 3]: Better pricing with more value

Detailed comparison and proposal: [Peony link]

Happy to walk through the differences—when works?

Best,
[Your Name]

Template 4: Follow-Up After No Response

Subject: Re: [Company Name] Proposal - Questions?

Hi [First Name],

Following up on the proposal I sent last week. I noticed [you viewed it / 
it hasn't been opened yet].

Quick summary:
• We can help you [achieve specific outcome]
• Investment of $[amount] with [ROI metric]
• Implementation in [timeline]

Proposal link: [Peony link]

Is this still a priority, or should we reconnect later?

Best,
[Your Name]

Sending with Peony (5 Minutes)

Step 1: Upload proposal

Convert to PDF (if not already)
Upload to Peony
Processing completes

Step 2: Configure settings

Step 3: Generate link

Custom link name ("Acme Corp Proposal")
Branded domain (optional: proposals.yourcompany.com)
Copy to clipboard

Step 4: Send email

Use template above
Paste secure link
Clear call-to-action
Send optimal timing

Step 5: Monitor engagement

Email when viewed
See which sections reviewed
Track time spent
Identify buying signals

Optimal Send Timing

Best days: Tuesday-Thursday Best times:

8-10am (inbox top-of-mind)
2-4pm (post-lunch review)

Avoid:

Mondays (busy catch-up)
Fridays (checking out mentally)
Weekends (not monitoring email)
End of month (financial closes)
Holidays

Timezone: Always send in recipient's timezone

Subject Line Best Practices

Effective subject lines:

Include company name (personalization)
Specific value proposition
Create appropriate urgency
Under 50 characters
Avoid spam triggers

Examples that work:

"Acme Corp Proposal - 30% Cost Reduction"
"IT Infrastructure Proposal for [Company]"
"Solving [Problem] - [Company] Proposal"

Avoid:

Generic: "Proposal for review"
Salesy: "URGENT: Limited time offer!!!"
Vague: "Following up"
Long: Anything over 60 characters

Tracking Engagement

Peony analytics show:

Access metrics:

Proposal opened? (Yes/No)
Who viewed? (Name, email, company)
When accessed? (Date, time, timezone)
How many times? (Return visits)

Engagement metrics:

Which sections viewed?
Time spent per section?
Pages read in detail?
Pricing page visited?

Buying signals:

Hot prospect (follow up immediately):

Viewed 80%+ of proposal
Spent 5+ minutes
Returned 2+ times
Viewed pricing multiple times

Warm prospect (follow up soon):

Viewed 60-80%
Spent 2-5 minutes
1 return visit

Cold prospect (low priority):

Viewed less than 60%
Less than 2 minutes
No returns

Follow-Up Strategy

Based on engagement data:

High engagement (viewed 80%+, 5+ minutes):

Subject: Re: [Company] Proposal - Next Steps?

Hi [Name],

I saw you reviewed the proposal in detail, especially the 
[specific section they spent time on, e.g., ROI analysis].

Happy to dive deeper into [that topic] and discuss 
implementation timeline.

When works for a 30-minute call this week?

Best,
[Your Name]

Timing: Within 4-24 hours of high engagement

Medium engagement (viewed 50-80%, 2-5 minutes):

Subject: Re: [Company] Proposal - Questions?

Hi [Name],

Following up on the proposal—I'm here to answer any 
questions about [solution, pricing, implementation, etc.].

Would a quick call be helpful?

Best,
[Your Name]

Timing: 2-3 days after send

No engagement (not opened):

Subject: Re: [Company] Proposal - Did You Receive This?

Hi [Name],

Wanted to make sure the proposal reached you. I sent it 
last week with details on [specific value proposition].

Link: [Peony link]

Is this still a priority, or should we reconnect later?

Best,
[Your Name]

Timing: 5-7 days after send

Follow-Up Sequence

Day 0: Send initial proposal email
Day 2: Check engagement, follow up if high
Day 5: Follow up if no engagement
Day 10: Value-add follow-up (case study, new info)
Day 15: Final check-in, offer to reconnect later
Day 20: Move to nurture sequence if no response

Maximum: 4-5 follow-ups before pausing

Common Email Mistakes

Mistake 1: Attaching proposal as PDF

Zero visibility
Can't track
Solution: Use trackable link

Mistake 2: Generic templates

No personalization
Obviously copy-paste
Solution: Customize every email

Mistake 3: No clear CTA

Vague next steps
Hard to respond
Solution: Specific action request

Mistake 4: Too long

Walls of text
TL;DR
Solution: Brief, scannable, bullet points

Mistake 5: No follow-up plan

Random follow-ups
Give up too quickly
Solution: Systematic sequence

Measuring Success

Track these metrics:

Email performance:

Open rate (target: 60%+)
Proposal view rate (target: 70%+)
Response rate (target: 25%+)

Proposal engagement:

Average time spent (target: 5+ minutes)
Completion rate (target: 60%+)
Return visit rate (target: 30%+)

Sales outcomes:

Meeting conversion (target: 40%+)
Win rate (target: 20-30%)
Average deal size
Sales cycle length

Optimize based on data:

Test subject lines
Refine messaging
Improve proposal content
Perfect timing

How Peony Improves Proposal Success

Peony transforms proposal delivery:

Complete visibility:

Know who viewed
See engagement levels
Track section interest
Identify buying signals

Professional presentation:

Custom branded domain
Mobile-optimized viewing
Fast page loads
Polished interface

Perfect timing:

Real-time view notifications
Follow up when prospects engaged
Data-driven outreach
Maximize conversion

Security:

Protect pricing and strategies
Watermark with prospect info
Access controls
Professional credibility

Result: Close deals faster with complete prospect intelligence.

Conclusion

Effective sales proposal emails combine compelling messaging, professional presentation, and engagement intelligence. While traditional PDF attachments provide zero visibility, link-based sharing with platforms like Peony delivers complete engagement data—enabling data-driven follow-up and significantly higher close rates.

Key success factors: personalized emails, trackable links, engagement monitoring, and strategic follow-up based on prospect behavior.

Win more deals with proposal tracking: Try Peony

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How to Send Sales Proposal Email: Templates & Best Practices for 2025