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What is the Follow-up Letter chapter used for?
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We include this Follow-up Letter chapter template in every Proposal Pack, along with thousands more. You assemble this chapter with others in various combinations to create custom-tailored business proposals, plans, reports, and other documents. Proposal Packs apply custom visual designs to the templates, giving the final documents a consistent professional finish.
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Overview of the Follow-up Letter Chapter
The Follow-up Letter chapter is an important part of the Proposal Kit system, designed to be used after a business proposal has been submitted but not accepted. This chapter serves an important function in maintaining professionalism and continuing communication with potential clients. It helps businesses address and understand the reasons behind a proposal's rejection, thereby improving future proposal efforts and potentially salvaging a current opportunity.
How is the Follow-up Letter Chapter Used?
When used in a business proposal, the Follow-up Letter chapter is used when an initial proposal does not achieve its intended result-winning the client's business. This letter is crafted to thank the prospect for considering the proposal and to express the sender's continued interest in the project. Importantly, it requests a meeting or interview to discuss the reasons behind the decision not to accept the proposal. This interaction provides valuable feedback that can be used to refine future proposals.
What is Included in the Follow-up Letter Chapter?
This chapter typically includes several key elements:
- A polite and professional opening that thanks the recipient for their consideration of the submitted proposal.
- A clear statement expressing the sender's disappointment in not winning the business, coupled with a strong expression of continued interest in the project.
- A request for a meeting or conversation to discuss the proposal in detail and understand the reasons for its rejection.
- Suggestions for potential modifications to the original proposal that might make it more acceptable.
- A closing that reaffirms the sender's interest and hopes for future collaboration, regardless of the immediate outcome.
Use Case Examples for the Follow-up Letter Chapter
- Within proposals for IT services: After a proposal for a complex IT project is not accepted, the Follow-up Letter can be used to understand specific concerns about technical capabilities or pricing.
- Consulting services: Consultants can use the Follow-up Letter to solicit feedback on their proposed methodologies or the comprehensiveness of their offered solutions.
- Construction and engineering: For projects that require detailed technical specifications, the Follow-up Letter can help clarify any misunderstandings or gaps in the initial proposal.
- Marketing and advertising agencies: After a creative pitch is rejected, the Follow-up Letter can open a dialogue about creative directions and client expectations.
- Non-profit organizations: When a funding proposal is declined, this chapter can help understand the concerns of donors or funding bodies, potentially leading to a successful resubmission.
Key Takeaways
- The Follow-up Letter chapter is crucial for maintaining professionalism and communication after a proposal rejection.
- It offers an opportunity to understand the client's perspective and reasons for rejection.
- The chapter facilitates a discussion that could lead to modifying and resubmitting the proposal.
- Employing this chapter demonstrates persistence and a genuine interest in establishing a partnership with the prospect.
- Proper use of the Follow-up Letter can significantly enhance the chances of future proposal success and help build lasting business relationships.
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What Our Clients SayI found Proposal Kit a little over two years ago when I needed to create a very extensive proposal for a project. I struggled with integration of Proposal Kit into my word processor, however, I was able to manage to use the sample proposal content and to incorporate it into my proposal. I was able to create an amazing proposal that I felt very confident about."
4.7 stars, based on 841 reviewsRelated Chapters
The Follow-up Letter chapter and other chapters are integrated into a Word document as illustrated here in the Proposal Pack Military #5 design theme. There are hundreds of design themes available, and every design theme includes the Follow-up Letter chapter template.
A proper business proposal will include multiple chapters. This chapter is just one of many you can build into your proposal. We include the complete fill-in-the-blank template in our Proposal Pack template collections. We also include a library of sample proposals illustrating how companies in different industries, both large and small, have written proposals using our Proposal Packs. This template will show you how to write the Follow-up Letter.
We include a chapter library for you to build from based on your needs. All proposals are different and have different needs and goals. Pick the chapters from our collection and organize them as needed for your proposal.
Using the Proposal Pack template library, you can create any business proposal, report, study, plan, or document.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Use this letter along with the Post-Proposal Analysis Checklist.
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