How to set up multiple "New Proposal" Email templates

You can have as many new proposal email templates as you like on our Pro, Pro+ & Scale plans. Learn about our best practices here!

Tom Maxwell avatar
Written by Tom Maxwell
Updated over a week ago

The New Proposal Email Message is part of your Notifications Library in your Ignition account. This template creates the covering email that sends from Ignition to your client when you send your proposal.

If you are subscribed to the Pro, Pro+ or Scale plan for Ignition, your template library allows you to create multiple New Proposal Email Message templates, saving you from tricky manual processes (and lots of time!) when you need to tailor the message that you are sending to your clients.

If you're not sure what plan you are on, you can check under your Account page.

To access the Notifications Library simply navigate to the Library → Notifications in the sidebar.

Best Practices - Selecting the right template

Your account includes a default generic email template that satisfies the basic need of sending a proposal to your client quickly.

If you are on a Pro, Pro+ or Scale plan, we've created 6 additional free templates that will be in your account already.

These templates cover the most common reason a proposal is sent.

You can select the most suitable message template in the Presentation step of the proposal editor. It's up to you to decide which is the most relevant message template for the specific client you are sending the proposal to.

Let's first take a look at the 4 common reasons a proposal is sent, and what the message should include:

Engaging a New Client

Sending a proposal to a new client/prospect is going to be the most common reason you'd send a proposal. The message should set the tone for a great relationship. Include a welcoming statement that thanks them for their interest and tell them that you're looking forward to a close working relationship.

Assure them that the process for accepting your online proposal is simple and ensure they understand that you're available to answer any questions, simply by having them ask their questions directly on their proposal. Always set expectations about what will happen next. 

Change of Scope (or Up-sell)

In professional services, scope change is inevitable, whether through scope creep, or because you successfully up-sold additional services. This would be the next most common reason to send a proposal.

In this scenario, your client should already be familiar with the acceptance process, so fewer instructions are necessary. If they are paying you through Ignition, then you can assure them that they won't need to enter their payment method again. 

Most importantly, you should advise them that work on the new scope will not begin until this proposal is accepted. Simply let them know that in order to meet their expected timelines, they need to sign their proposal ASAP.

Renewal Proposal

This scenario is very similar to the change of scope proposal, in that your client should already be familiar with the proposal acceptance process. In this message, you are simply confirming that your service agreement is being renewed. 

Ideally, this should not be a surprise to your client. You should be informing your clients that you conduct a periodic engagement renewal as you are onboarding them, plus giving them a "heads up" a few weeks prior to sending the renewal. As such, this template can be nice and simple, and guide them to sign the renewal ASAP. 

If you do have recurring services, then you will want to set a hard "sign by" date in your message to ensure that you can continue to invoice and collect without delay or interruption. 

Migrating an Existing Agreement onto Ignition.

Migrating all of your existing agreements onto your Ignition account presents a significant number of benefits; a single process for all proposals, all of your engagement data in one place, the ability to completely eliminate your Accounts Receivable process, and an accurate revenue dashboard, just to name a few. 

Your Customer Success Manager and/or Account Manager will help you with a migration of your agreements onto the Ignition platform, but of course, it'll be important to explain to your clients why they are receiving a new agreement for the same set of services that they've already signed for. Keep it simple and transparent by informing them you're simply moving to a platform that provides more efficiency, so you can focus on your relationship with them.

Important note: 

Remember to edit these default templates and replace your phone and website in the "email signature portion".

To make sure your website link is clickable, ensure you insert the URL by using the URL tool.

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