01
Email template
Subject: Shemvara — your awards proposal + shortlist
From: shemvara@polsia.app
Hi [First Name],
Thanks for getting back to me — exciting timing. I put together a proposal based on what I know about [Company Name].
Short version: I matched your profile against our full awards database and found 3 strong opportunities with a combined submission window in the next 45 days.
The proposal is here:
→ shemvara.com/proposal
Top recommendation: [Award Name] — closes [Deadline]. Win score 8.5/10. This one fits you well.
Pricing is $3,000 for a single submission or $7,500 for all three (saves $1,500). Full details in the proposal.
Reply to confirm and I'll send the intake questionnaire today. First draft delivered in 2 weeks.
[Your Name]
Shemvara
Execution notes
2-hour SLA is non-negotiable. Set a phone alert. A reply that sits for 24 hours loses ~60% of close probability.
Personalise the award recommendation. Don't use a generic shortlist — pull from the actual match data for their company type.
Attach nothing. Link to the proposal page. Attachments get blocked by spam filters and can't be tracked.
Lead with the 3-pack. Mention single as an option — but the anchor should be $7,500, not $3,000.
Response SLA:
≤ 2 hours from reply received
02
Email template
Subject: Re: Shemvara — your awards proposal
Hi [First Name],
Wanted to check you got the proposal — sometimes these end up in a spam folder.
Any questions before you decide? Happy to walk you through the shortlist on a quick call, or answer anything over email if that's easier.
The [Award Name] deadline is [Deadline], so if we're starting that one we'd need to kick off this week.
[Your Name]
Execution notes
Reply to the same thread. Keeps context intact and shows continuity.
Offer a call, but don't demand one. Some buyers prefer async. Give them both options.
Introduce deadline urgency here. Not aggressively — just factually. The deadline is real; use it.
Keep it short. This email should be 5 lines maximum. Don't re-pitch. Don't attach the proposal again.
Send at:
Day 1 — 9:00 AM recipient local time
03
Email template
Subject: [Award Name] closes in [X] days
Hi [First Name],
Quick note — [Award Name] closes on [Deadline]. That's [X] days from today.
To submit before that date, we'd need to start the intake process by [Start-by date = Deadline minus 14 days].
If you want to move forward, reply today and I'll send the questionnaire immediately.
If the timing doesn't work, there are two other awards on your shortlist with later deadlines — I can reprioritise.
[Your Name]
Execution notes
Use the actual deadline in the subject line. Specific dates outperform vague urgency ("this week") 3:1 in open rates.
Show the start-by date. Work backward from the deadline. Make it concrete and unavoidable.
Offer a pivot. "Later deadline" option keeps the conversation alive if the first award isn't the real objection.
No discounting. Don't offer to drop the price under urgency pressure — it trains bad negotiating behaviour.
Send at:
Day 3 — 10:00 AM recipient local time
04
Email template
Subject: Closing the loop on Shemvara
Hi [First Name],
I'll keep this brief.
I haven't heard back, so I'm assuming the timing isn't right. I'll close out your proposal file and check back when the next awards season opens.
If I've got that wrong and you'd still like to move forward, just reply with "still interested" and I'll pick up exactly where we left off — no need to start over.
Either way, good luck with the rest of Q2.
[Your Name]
Execution notes
Breakup emails have the highest reply rates in B2B sequences — often 30–40%. The implied loss triggers a response.
Give an easy re-entry. "Reply with 'still interested'" reduces friction to near zero. Don't make them write an explanation.
Close the loop cleanly. "I'll check back" keeps the door open for future seasons without sounding desperate.
After Day 7: stop. No more follow-ups in this sequence. Move to a quarterly re-engagement cadence instead.
Send at:
Day 7 — 11:00 AM recipient local time
Decision Logic
How to handle every reply signal
✓ Positive — Ready to move
They confirm, ask about next steps, or say "let's do it." Any forward signal.
Send intake questionnaire within 1 hour. Start the clock on the 2–3 week delivery timeline.
→ Interested but stalling
"We need to check budget." "Can we push to next month?" "Send me more info on X."
Address the specific objection once. If still unresolved by Day 7, send the breakup email.
✗ Objection — Price
"It's a bit expensive." "Do you have anything more basic?" Budget concern.
Acknowledge, explain the ROI of a shortlist, and hold the price. Do not discount. If they push back again, send the breakup email.
✗ Hard No
"Not interested." "Wrong time." "We're going in a different direction."
Reply with one line thanking them. Mark as cold. Suppress from sequence. Schedule quarterly re-engagement in 90 days.
Quick Reference
Copy-ready email bodies
Plain text. Swap the placeholders. Send.
Day 0
Proposal send
Hi [First Name], Thanks for getting back to me. I matched [Company Name] against our full awards database and found 3 strong opportunities in the next 45 days. Proposal: shemvara.com/proposal Top pick: [Award Name] — closes [Deadline]. Win score 8.5/10. $3,000 single / $7,500 for all three. Reply to confirm and I'll send the intake questionnaire today. First draft in 2 weeks. [Your Name]
Day 1
Check-in
Hi [First Name], Checking you got the proposal — sometimes these hit spam. Any questions? Happy to answer over email or do a quick call. [Award Name] closes [Deadline], so we'd need to start this week if we're going that route. [Your Name]
Day 3
Deadline urgency
Hi [First Name], [Award Name] closes [Deadline] — [X] days from today. To hit that date, we'd need to start intake by [Start-by date]. Reply today to move forward. If the timing doesn't work, I can reprioritise to an award with a later deadline. [Your Name]
Day 7
Breakup email
Hi [First Name], Assuming the timing isn't right — I'll close out your proposal file and check back next awards season. If I've got that wrong, reply "still interested" and I'll pick up where we left off. Good luck with Q2. [Your Name]