Proposal / Scope of Work Delivery Email Workflow for Outlook
Deliver a formal project proposal or scope of work document to a prospective client. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the proposal / scope of work delivery email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
Add recipients
Bcc
Add recipients
Subject
Proposal for project_name — Please Review
project-proposal
Hi client_first_name,
Thank you for the time we've spent discussing project_name. I'm pleased to share our formal proposal, which outlines the scope of work, project timeline, team structure, and investment required to bring this engagement to life.
PROPOSAL SUMMARY
• Project: project_name
• Proposal Date: proposal_date
• Proposal Valid Through: valid_until_date
• Total Project Investment: $total_value
WHAT'S INSIDE
The attached proposal includes:
• A detailed breakdown of project phases and deliverables
• Timeline with key milestones
• Team structure and points of contact
• Payment schedule and terms
• Our approach and methodology
I've tried to be as specific as possible based on the conversations we've had — but I fully expect you'll have questions, and I welcome them. The proposal is a starting point for our conversation, not a take-it-or-leave-it document.
NEXT STEPS
Please review the proposal at your convenience. I'd love to schedule a call to walk through it together, answer any questions, and discuss any scope adjustments that would better fit your needs or budget. This proposal is valid through valid_until_date.
Feel free to reach me directly at me::phone or me::email. I'm genuinely excited about this project and look forward to the possibility of working together.
Workflow context
When to use this workflow
Use this workflow when sending a formal proposal or scope of work to a prospective client after discovery, scoping, or sales conversations.
What this replaces
This replaces rewriting proposal delivery emails, manually adding project summary details, and checking whether the correct proposal or scope of work document is attached.
Why teams standardize this email
Proposal delivery affects close rates and client expectations. A standard workflow helps teams include the same key details, use approved language, and require the right document before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the proposal delivery email body in Outlook
- Prompts for client name, project name, proposal date, valid-through date, total value, phone, and email
- Adds a project-specific subject line
- Can require the proposal or scope of work attachment
- Keeps the draft editable for final tailoring
FAQ
Does Toggles generate the proposal document?
No. Toggles can require the user to attach the correct proposal or scope of work document, but it does not generate the document.
Can the proposal email be edited before sending?
Yes. Toggles prepares the Outlook draft so the sender can review and adjust it before sending.
Why use a workflow instead of a regular template?
A workflow can combine the email body, variables, subject line, and attachment requirement in one repeatable action.
Part of a starter pack
Explore the Sales Starter Pack
Give reps a clean set of approved workflows for outreach, demo recaps, proposal delivery, documents, and next-step follow-up while keeping every send human-reviewed.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
Helpful Resources
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Toggles for Outlook Quickstart Guide
A step-by-step guide for getting started with Toggles for Outlook.
Toggles Business Pro Quickstart Guide
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