How to customize your proposal delivery email (subject, body & PDF)

Edit the email subject and message before sending a proposal. Learn what stays in the email vs on the proposal link, and when to attach a PDF.

Generic "Please find attached" emails kill response rates. Your proposal delivery email is the handshake before the deal — it should sound like you, not like software.

QuoteLane lets you edit every word before send.

Where to customize

Open any draft proposal and go to the **Setup** tab. Under **Delivery email**:

**Email subject** — what lands in their inbox (default: `Proposal: [your title]`)

**Email message** — your full intro: greeting, context, call to action in prose

**Attach PDF copy** — checkbox to include a PDF alongside the link

A live preview shows subject, body, and the **View & sign proposal** button your client will click.

Email vs proposal page: what goes where

| Content | Delivery email | Online proposal page |

|---------|----------------|----------------------|

| Personal intro | ✓ Email message | |

| Welcome note on open | | ✓ Cover message (Content tab) |

| Scope & sections | | ✓ On the link |

| Pricing & line items | | ✓ On the link |

| Terms & conditions | | ✓ On the link |

| PDF file | Optional attachment | Export anytime |

Do not duplicate your full scope in the email. Clients skim; the link tracks opens and supports e-sign.

Example subject lines

`Proposal: Q3 website redesign — Acme Corp`

`Quote #1042 — Office fit-out (review & sign)`

`Your consulting engagement proposal`

Match tone to relationship: formal for enterprise, conversational for repeat clients.

Example message structure

```

Hi [Name],

Thanks for the call Tuesday. As discussed, I've attached our proposal for [project].

You'll find scope, timeline, and pricing on the link below — you can sign and pay the deposit online when ready.

Questions? Reply here anytime.

Best,

[You]

```

QuoteLane fills sensible defaults if you leave fields blank, but editing takes 30 seconds and improves reply rates.

When to attach the PDF

Enable **Attach PDF copy** when:

Procurement requires a file for their system

The client asked for "something I can forward internally"

You are submitting alongside an RFP

Leave it off for speed-focused SMB deals where one click to sign is the goal.

After you send

Smart Follow-Up handles reminder emails separately — shorter, reminder-focused copy at day 3, 7, and 14. Your original delivery email stays as you wrote it.

Customize once per proposal, send with confidence, and export PDF anytime from the dashboard.