Imagine a busy week for a legal firm partner who's just sent proposals to dozens of potential clients. With response times ranging from 2 days to a week, it's impossible to follow up with everyone manually, and things can quickly spiral out of control. The partner may forget to follow up with some clients, send the wrong services to others, or rush through the process and send out unprofessionally looking proposals. This lack of efficiency and focus on legal work can lead to missed opportunities and lost revenue for their business. Yours too.
According to a study by the Sales Management Association, companies that follow up on proposals via phone and email have a win rate of 27%.
Additionally, a survey by HubSpot shows businesses that follow up on leads within an hour are 7 times more likely to qualify the lead than those who wait an hour or more. These statistics suggest that following up on proposals with email can effectively win more business. By using email templates and automation, businesses can stay top of mind with prospects, provide value, and ultimately increase their chances of closing the deal.
Can this all be done by one person? For dozens of prospects - weekly? NO? But there's a solution. By automating the follow-up process and using email templates, legal firms can engage their prospects, show value, and close deals more effectively. To help legal firms navigate this challenge, we've compiled a guide of email templates that can be customized and automated to engage prospects and close deals. Whether you're looking to provide additional resources, ask for feedback, or simply show your value, these templates can help you stand out from the competition and win more business.
Why send an email follow-up to Clients?
Imagine a busy week for a legal firm partner who's just sent proposals to dozens of potential clients. With response times ranging from 2 days to a week, it's impossible to follow up with everyone manually, and things can quickly spiral out of control. The partner may forget to follow up with some clients, send the wrong services to others, or rush through the process and send out unprofessionally looking proposals. This lack of efficiency and focus on legal work can lead to missed opportunities and lost revenue for their business. Yours too.
According to a study by the Sales Management Association, companies that follow up on proposals via phone and email have a win rate of 27%.
Additionally, a survey by HubSpot shows businesses that follow up on leads within an hour are 7 times more likely to qualify the lead than those who wait an hour or more. Additionally, businesses that follow up with leads within 5 minutes are 9 times more likely to qualify the lead.
These statistics suggest that following up on proposals with email can effectively win more business. By using email templates and automation, businesses can stay top of mind with prospects, provide value, and ultimately increase their chances of closing the deal.
Can this all be done by one person? For dozens of prospects - weekly? NO? But there's a solution. By automating the follow-up process and using email templates, legal firms can engage their prospects, show value, and close deals more effectively. To help legal firms navigate this challenge, we've compiled a guide of email templates that can be customized and automated to engage prospects and close deals. Whether you're looking to provide additional resources, ask for feedback, or simply show your value, these templates can help you stand out from the competition and win more business.
To download our guide and learn more about how email automation can help your legal firm succeed, click here.
Seven things to keep in mind when following up on proposals
Firstly, before diving into the email templates, I would like to empower you with how good emails are written. In the last decade, I have learned that there is no one-size-fits-all approach to client follow-ups after sending proposals. However, many communication experts agree on the following principles:
- Be persistent but respectful: Follow up regularly but avoid being pushy or aggressive.
- Provide value: Always aim to provide value in your follow-up communication. Share relevant information, offer insights or advice, or provide additional resources to help your prospects make informed decisions.
- Use multiple channels: Utilize various communication channels such as email, phone, social media, or in-person meetings to reach out to your prospects.
- Personalize your communication: Address your prospects by name, reference their specific needs or concerns, and use a friendly and approachable tone.
- Ask for feedback: Encourage prospects to provide feedback on your proposal or their decision-making process. This helps you learn more about their needs, challenges, and preferences.
- Set clear expectations: Be transparent about your follow-up schedule, and communicate the next steps in the process.
- Respect the prospect's time: Be mindful of your prospect's busy schedule, and avoid bombarding them with too many follow-up messages or calls.
Building a positive relationship with your prospects is key to successful follow-ups. By being persistent, providing value, and personalizing your communication, you can build trust and increase your chances of winning their business.
"If you want to successfully follow up with a prospect after sending a proposal, using multiple channels is essential. Some prefer email, while others respond better to phone calls or in-person meetings. The key is to be flexible and adapt to the client's preferences." - Ian Altman, B2B growth expert and author of Same Side Selling
How many follow-up emails should you send?
The number of follow-up emails you should send after sending a proposal can vary depending on the situation and the prospect's response. Generally, it's advisable to send at least two to three follow-up emails at different intervals. You can send the below email follow ups with 2-3 days gap between each email.
Keep in mind that the number of follow-ups may differ based on your industry, the prospect's level of interest, and your previous communication history with the client.
Let’s get to the email templates
Email 1: First email after you send a proposal
Subject: Checking in on our proposal
Dear [Prospect’s Name],
I hope this email finds you well. I just wanted to touch base and see if you had a chance to review the proposal I sent over. If you have any questions or concerns, I am more than happy to address them. Please don’t hesitate to reach out for further information or clarification.
I appreciate your time and consideration and look forward to hearing from you soon.
Best regards,
[Your Name]
Email 2: First follow-up email after you send a proposal
Subject: Following up on our proposal
Dear [Prospect’s Name],
I hope this email finds you doing well. I wanted to follow up with you regarding the proposal I sent a few weeks ago. I understand that you may be busy and that it can be challenging to juggle everything at once. I only wanted to know how best I can be of assistance to close this.
Is there anything else I can provide or assist you with to help move this forward? I am eager to hear your thoughts and address any concerns you may have.
Thank you for your time and consideration. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Email 3: Share customer reviews and build trust
Subject: [Company name] Customer Testimonials
Dear [Prospect’s Name],
I wanted to share some of our customers’ feedback about our services. These testimonials showcase the quality of work we provide and our client's satisfaction with our services.
[Testimonial 1]
[Testimonial 2]
[Testimonial 3]
I hope these testimonials provide some insight into our work and help address your concerns. My team is well-trained to handle any tasks, and I assure you that I will be hands-on with your account. Please don't hesitate to reach out if you have any questions or need further information. Thank you for your time and consideration.
I look forward to hearing back from you soon.
Best regards,
[Your Name]
Email 4: Second follow-up email after you send a proposal
Subject: Checking in on our proposal again
Dear [Prospect’s Name],
I hope this email finds you well. I have been following up with you regarding the proposal I sent over and have not received any response. I understand that you may be busy, but I wanted to check in with you to see how I can assist you in moving this forward.
Please let me know if there is anything else I can do to address your concerns or questions.
Best regards,
[Your Name]
Email 5: Final follow-up email after you send a proposal
Subject: One final follow-up
Dear [Prospect’s Name],
I hope this email finds you well. I have attempted to reach out to you several times regarding the proposal I sent and have not heard back from you. I understand that things may have changed on your end or that you may have other priorities. I apologize for my persistence.
If you are still interested in working together, please let me know, and we can discuss the details further. If not, I understand, and I appreciate your consideration.
Thank you for your time and consideration.
Best regards,
[Your Name]
Email 6: Reconnect email after 30 days
Subject: Checking in with you
Dear [Prospect’s Name],
I hope this email finds you doing well. It's been a while since we last spoke, and I wanted to check in and see how you're doing.
We've made some exciting updates to our services, and I would love to discuss them with you. Please let me know if you are interested in learning more.
Thank you for your time and consideration.
Best regards,
[Your Name]
How to follow up with clients without looking desperate?
While persistence is important, it's important to avoid coming across as desperate or pushy when following up with clients. Here are some tips for maintaining a professional approach in your follow-up emails:
Always be respectful of the prospect's time and commitments
Avoid using urgent language or excessive exclamation points that may convey desperation.
Offer something of value in your follow-up emails
Add additional resources, relevant information, or insights related to the proposal. Show that you are genuinely interested in helping them make an informed decision.
Avoid Overwhelming Frequency
Space out your follow-up emails at appropriate intervals. Bombarding the prospect with frequent messages can be counterproductive and may lead to annoyance.
Maintain a friendly and approachable tone in your emails
Address the prospect by their name and be personable without crossing professional boundaries.
Only send customized emails
Avoid using generic or overly automated messages. Personalize each follow-up email to address the specific needs and concerns of the prospect.
Be assertive toward the end and offer an out
In your final follow-up email, give the prospect an easy way to decline or express that they are not interested at the moment. This allows them to provide closure without feeling pressured.