Write follow-ups to clients after a proposal
You sent twenty proposals and three people replied. The agent writes the rest a note built on what was actually discussed, not a generic nudge.
Medium · 20 min · once a week
What you get
Draft — Romashka LLC, to Andrey Ivanov Subject: about the rollout schedule Andrey, hello. We sent the quote on 12 March and talked about starting after the holidays. Should we price the second workshop separately? Happy to. 9 drafts in total. For 2 of them there is no history — those are marked as written blind.
A sample on made-up data — your numbers will be your own.
Who it fits
- Proposals went out in one batch, three people replied, and chasing feels both slow and awkward.
- A long sales cycle where the second and third contact decide more than the proposal itself.
When it won't work
Client correspondence lives in messengers — the agent will not see that you were already answered.
How the agent does it
Set the frame
Say after how many days of silence a client counts as cooled off and what a manager may offer. List the people not to write to — those who already declined, for instance.
Collect the drafts
The agent pulls the history of each deal and writes from what was actually agreed. Where there is no history, it marks the letter as written blind.
Read before sending
The letter goes out from the manager personally. An invented detail is spotted instantly and costs more than silence would.
What you set
Bitrix24, Email. From you: how many days of silence before writing, the tone, what may be offered as a reason to write, and who not to write to.
What you'll need
Starter prompt
Copy the prompt or open it straight in a chat with the agent.
Find deals in Bitrix24 where a proposal was sent more than [N] days ago and there's no reply from the client, and prepare a draft follow-up email for each. Before the email, gather the context: what was in the proposal, what was agreed on the last call, which objections have already come up. Take the reason for writing from the communication history. If there's nothing in the correspondence to hook onto — don't invent the client's interest and don't refer to a conversation that never happened, write a short neutral email and mark it "no context". Don't offer discounts or new terms — only [permitted reasons]. Output a table: client, amount, days of silence, email subject — and the text of each email up to 120 words as a draft, without sending.
Open in chatCheck the email drafts. List: — emails where you referred to an agreement that isn't in the correspondence; — clients who actually did reply — in another thread or from another address; — emails offering terms, discounts or deadlines that weren't agreed with me; — clients who have already received a follow-up — and how many times; — emails sent to the company's general inbox instead of the contact person. Edit the text freely; the recipient list and the terms only through me.
A second prompt — the agent uses it to review its own work and show what's left for you.