How to Reply to a Business Proposal Email (With Templates and Samples)

Introduction

Your response to a business proposal sets the tone for future communication and collaboration. Whether you’re accepting, declining or asking for more info, how you reply says a lot about you and your business. A clear, polite and timely response helps build trust and makes sure both parties are on the same page. In this post we’ll show you how to write a good reply to a business proposal, with 10 email templates for different scenarios.

Understanding the Basics of Replying to a Business Proposal

When replying to a business proposal you need to keep a few basics in mind to make your response clear, professional and effective. Here’s what to consider:

What to Include in a Reply?

A good reply should have:

1. Acknowledgement: Start by acknowledging receipt of the proposal so they know you’ve received and read it.
2. Thanks: Even if you’re not accepting the proposal, say thank you. This shows respect and keeps the good vibes going.
3. Decision: Be clear if you’re accepting, declining or asking for more info before you decide.
4. Next Steps: If needed, ask for clarification or provide next steps like scheduling a meeting or reviewing more info.
5. Timelines: Mention any deadlines or timelines so both parties are on the same page.

How to Write a Good Reply

1. Polite and Respectful: Whatever your decision, keep it nice and professional. Even a decline can leave the door open for future business if done with finesse.
2. Clear and Concise: Be direct and to the point. Business leaders and decision makers love clear communication that gets to the point quickly.
3. Professional Format: Make sure your email follows standard business email etiquette. Use proper grammar, correct formatting and a professional sign off.

For more business communication tips check out this guide on how to write a professional email.

Pro Tip: Timing is Everything

Time is of the essence in business communication. Reply within 24-48 hours for most situations. A quick response shows professionalism and respect for the sender’s time. For more on timing check out our guide on how to follow up on an email.

How to Write a Good Business Proposal Reply Email

Writing a good reply to a business proposal email is key to keeping relationships professional and communication clear. Whether you’re accepting, asking for more info or declining the proposal, follow these steps.

1. Acknowledge Proposal

Start by acknowledging you’ve received the proposal. This little courtesy shows professionalism and respect for their time. It also gives them peace of mind that you’ve received their email.

Example:

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Acknowledging receipt sets the tone for a good interaction even if you’re declining.

Thanks is a simple but powerful way to show appreciation for the opportunity. Whether you decide to go ahead or not, this keeps the relationship nice and professional.

Example:

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Thanks is key in business communication as it keeps the door open for future business.

2. Decision or Clarification

The body of your reply should be direct and to the point. Whether you’re accepting, declining or asking for more info, make sure there’s no room for doubt.

If accepting:

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If asking for more info:

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If declining:

3. Next Steps

Once you’ve made your decision, outline what’s next. If you’re accepting, this might be a meeting. If you’re asking for more info, specify what you need and by when.

Example:

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Having clear next steps keeps both parties on the same page.

4. Deadline

Adding a deadline to your reply helps manage expectations and keeps the ball rolling. Whether you’re waiting for more info or planning the next phase of the project, a deadline creates accountability.

Example:

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A deadline prevents delays and keeps things moving.

5. Sign off Professionally

End with a positive and professional tone. Whether you’re accepting or declining, a nice closing helps keep the relationship open for future business.

Example:

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Signing off professionally ensures your email leaves a good impression whatever the outcome.

By following these steps your business proposal reply will be neat and effective and keep the communication clear and respectful. For more tips on writing good emails check out our guide to sending a professional acknowledgement email or our tips for sending a polite reminder email to keep business conversations on track.

For more on business communication check out this article from Investopedia on negotiation. Negotiation is key when responding to business proposals especially when adjustments or discussions around terms are required.

10 Reply to Business Proposal Email Templates

Replying to a business proposal professionally is important for relationships, expectations and to move the conversation forward. Below are 10 templates for different scenarios you might find yourself in when replying to a proposal—whether you’re accepting, declining or asking for more info. Each template is customizable to your situation.

1. Accepting

If you want to go ahead with the proposal this template will help you say so.

2. Ask for More Info

If you need more info before you can decide use this template to ask for clarification on specific areas.

3. Accept with Changes

You might want to go ahead but need to make a few changes to the proposal.

4. More Time to Review

If you’re not ready to respond yet and need more time to review the proposal use this template.

5. Decline

When declining a proposal it’s important to be polite to keep the relationship open for future opportunities.

6. Accept Partially

Sometimes you might accept part of the proposal but want to decline or renegotiate other parts.

7. Follow up on previous proposal

If you sent a proposal and haven’t heard back use this template to follow up.

8. Accept pending contract review

If you want to accept the proposal but need to review or sign a contract first use this template.

9. Decline due to budget

If the reason to decline is budget use this template to communicate that professionally.

10. Accept with additional services

If you want to accept the proposal but want to request additional services or features use this template.

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These templates are ready to use and can be adapted to your situation. They will help you be professional, polite and on tone with the conversation. For more tips on writing formal emails check out our guide on how to write formal emails and learn how to follow up after sending a business proposal with our email follow up guide.

Business Proposal Reply Tips

1. Be Quick: Respond within 24-48 hours to show you’re professional and keep the conversation moving.
2. Be Polite: Whether you’re accepting or declining be courteous.
3. Personalise: Tailor your message to the proposal and sender rather than a generic reply. Shows you’re paying attention to detail and respect their work.
4. Be Clear: Avoid jargon and unclear terms. Be direct and simple.
5. Proof: Check for spelling and grammar errors before sending to look professional.

Don’t Do

1. Ignore the proposal: Even if you’re not interested send a response to be professional.
2. Be too vague: Avoid unclear messages. Make sure your response is a clear decision or requests more info if needed.
3. Info overload: Keep your reply brief. Too much info can overwhelm the recipient and obscure your point.
4. Forget the timelines: Not mentioning or following up on deadlines can cause delays and confusion.
5. Wrong tone: Match the formality of the proposal and the relationship with the sender. A mismatch in tone can come across as unprofessional or too casual.

For more on business communications check out our guide on how to write a business email to avoid these mistakes.

Conclusion

Replying to a business proposal is a vital part of being professional and communicating well. Whether you’re accepting, declining or requesting more info your response sets the tone for future conversations. By following this guide, using the templates and avoiding the mistakes you’ll be clear, polite and professional. Remember a quick and thoughtful response looks good on you and helps future collaborations.

To write perfect escalation emails, try our AI email assistant, MailMaestro. It will write messages for you from scratch or improve your existing drafts using the power of AI.

Frequently Asked Questions

1. How long should my reply be?

Keep it short and sweet. 2-3 paragraphs. Acknowledge the proposal, state your decision and outline next steps or requests for more info.

2. When should I send my reply?

Send during business hours, ideally within 24-48 hours of receiving the proposal. Shows you’re quick and respect the sender’s time.

3. Can I negotiate?

Yes if you want to make changes you can express interest in moving forward with the proposal with modifications. Be clear on what you want to renegotiate and suggest a meeting or call to discuss further.

4. What tone should I use?

Professional and polite. Match the formality of the proposal and your relationship with the sender. Even when declining be positive and respectful.

5. Do I follow up if I don’t get a reply to my response?

Yes if you don’t hear back within a week send a follow up to check your response was received and what’s next.