The playbook
Proposal Follow-up: Template and Field Guide
This proposal follow-up template turns a broad task into a record another person can use. It captures proposal, question, decision owner, then connects that information to a decision. Copy the table into your working document or system and create a separate record for each item in scope.
Put the task in context
Ask whether the proposal answers the agreed requirements and who still needs to review it. Offer to clarify a particular scope or cost question. Keep the expected decision date based on the buyer's process rather than an arbitrary pressure tactic.
Copyable worksheet
| Field | Entry instructions |
|---|---|
| proposal | Record the proposal associated with this customer or opportunity record. Use a stable reference so later updates can be matched. |
| question | Record the question associated with this customer or opportunity record. Keep the value specific enough for another owner to interpret. |
| decision owner | Record the decision owner associated with this customer or opportunity record. Keep the value specific enough for another owner to interpret. |
| next date | Record the next date associated with this customer or opportunity record. Keep the value specific enough for another owner to interpret. |
| Decision field | Entry instructions |
|---|---|
| Observed problem | Describe the actual condition and where it was observed. |
| Recommended action | State the smallest action that resolves the documented problem. |
| Evidence | Link to the record, observation, or test supporting the action. |
| Owner and next review | Name the accountable person and when the decision should be revisited. |
How to complete the worksheet
Begin with proposal. Use the same reference throughout the record so notes are not attached to the wrong item. Then confirm receipt and identify outstanding questions. This establishes the information required before the worksheet becomes a request for action.
Next, review scope pricing and decision stakeholders. Use the observed problem and evidence fields to explain why that step is needed. A useful entry describes an actual condition, such as sending repeated status requests with no useful context, rather than a broad instruction to “improve performance.”
Finally, agree on a realistic decision date or next meeting. Put address a specific unresolved concern and clarify the next step in the action field only when it addresses the observed condition. If the problem is different, change the action. The template is a structure for judgment, not a reason to apply the same fix everywhere.
Illustrative completed decision
| Part | Illustrative entry |
|---|---|
| Problem | Sending repeated status requests with no useful context |
| Action | Address a specific unresolved concern and clarify the next step |
| First check | Confirm receipt and identify outstanding questions |
| Follow-up check | Agree on a realistic decision date or next meeting |
| Outcome to define | open proposals with an agreed next action |
Adapt the fields without losing meaning
You can add fields required by your team, but each should change a decision or preserve necessary context. Keep factual observations separate from recommendations. If question changes, record the new value and its effective date instead of silently rewriting the context of an earlier decision.
Use the record in a handoff
Ask the receiving owner to explain the next action using only the worksheet. Missing context becomes visible quickly during that exercise. Repair the record before applying the structure to a larger batch. Keep open proposals with an agreed next action connected to the item so the team can later assess whether the action was useful.
Make communication preferences and conversation status visible to the responsible owner. An automated action should not continue blindly after a meaningful reply or a request to stop. Route uncertain cases to a person.
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