Introduction
You send a proposal, the client goes quiet, and two days later you hear, âIt was in spam.â Sound familiar? Email providers tightened the screws this year, and contractors are feeling it. Hereâs whatâs changed, why proposal emails get filtered, and practical fixes you can apply today. Weâll cover attachment limits, link rules, timing, and an acceptance flow that makes saying yes easy. The goal is simple: your proposals get opened, understood, and signedâwithout extra admin.
Table of Contents
Key Takeaways
- Email filters in 2025 aggressively scan big PDFs, mismatched links, and image-heavy messages. Keep proposal attachments under 5 MB where possible.
- Many mail servers cap total attachment size around 20â25 MB; oversized proposals are throttled or blocked.
- In general, proposals sent within 2â4 hours of a site visit get read and acted on more than those sent days later.
- Itâs common for homeowners to make a decision within 24â72 hours when they can eâsign immediately.
- Contractors often report saving 2â3 hours per week by using voice capture to draft proposals before leaving the driveway.
What Changed In 2025 Email Filters
Email deliverability got tougher. Providers now do deeper link scanning, attachment inspection and domain checks. Generic senders, heavy PDFs and link shorteners are common red flags.
The Problem
- Stricter DMARC enforcement and domain alignment checks are now the norm.
- Link scanners penalise messages where the sender domain and the proposal link domain donât align.
- Big, image-heavy emails look promotional, not transactional, and get deprioritised.
The Solution
- Use your own domain for sending and align it with your proposal links. Avoid free mailbox domains for business proposals.
- Keep the email lean: one clear CTA, one link to the proposal, and a small PDF copy for convenience.
- Maintain consistent sender name and address so clients and filters build trust over time.
Real-World Example
A small refurb firm switched from a free mailbox to a domain-matched sender and proposal portal link. They trimmed their PDF from 12 MB to 1.8 MB and removed a link shortener. Result: clients started replying same day again. In general, contractors see fewer âdid you get it?â calls once domain and link alignment are set.
Attachments, Links And The Triggers To Avoid
Attachments and links are where most proposal emails get into trouble.
The Problem
- Oversized attachments. Many servers cap attachments at 20â25 MB; some clients only accept less than 10 MB.
- URL shorteners and tracking-heavy links are frequently flagged.
- Mismatched domains: sender from one domain, proposal hosted on a totally different one.
- Large image banners push the email into âmarketingâ territory.
The Solution
- Aim for PDFs under 5 MB. Export at sensible resolution, compress images, and avoid embedding huge photos in the email body.
- Link directly to your proposal in a secure client portal hosted on a trusted domain. Avoid shorteners.
- Keep the email layout simple: text + one primary action. Let the PDF carry the visuals.
Example And Quick Wins
A bathroom specialist replaced an 18 MB PDF (lots of site photos embedded) with a 1.6 MB export and put the full photo set inside the portal. Delivery issues disappeared and clients could open everything on their phone.
| Feature | Current State | Improvement |
|---|
| PDF Size | 12â18 MB with embedded photos | 1â3 MB export; photos available in portal |
| Links | URL shortener to long proposal URL | Direct portal link on trusted domain |
| Branding | Heavy image banner | Light header; brand carried in the PDF |
| CTA | Multiple buttons and links | One clear âView & Signâ link |
Subject Lines And Timing That Actually Work
Good proposals still fail if the subject line is vague or you send at the wrong moment.
The Problem
- Generic subjects like âQuoteâ or âEstimateâ get lost.
- Late-night sends land under morning noise and get buried.
- No clear next step, so clients âpark it for laterâ.
The Solution
- Use clear, specific subjects: âProposal â 14 Oak Road â Bathrooms â Review & EâSignâ. Property address anchors attention instantly.
- Send while the visit is fresh. In general, proposals sent within 2â4 hours of the survey are opened and discussed faster.
- State the decision path in the first line: whatâs included, validity, and how to accept.
Example Subject And Send Plan
- Subject: âProposal â 14 Oak Road â Bathroom Upgrade â Review & EâSignâ
- Body first line: âIncludes scope, materials, and programme. Valid 14 days. Use âApprove & Signâ to lock dates.â
- Send window: same afternoon as the visit, before 6pm. Follow up next morning if unopened; call on day 3 if no activity. Commonly, this rhythm avoids chasing for weeks.
Make Acceptance Frictionless
If acceptance requires printing, scanning, or back-and-forth emails, momentum dies.
The Problem
- Clients want to say yes on their phone. Anything slower adds doubt.
- Handwritten signatures and manual countersigning add days.
- Approval emails without a clear acceptance action cause misunderstandings.
The Solution
- Use digital acceptance with a legally binding eâsignature.
- Present one clear âApprove & Signâ action and confirm what happens next (deposit request, scheduling, information needed).
- Convert acceptance straight into an invoice so the admin doesnât stall mobilisation.
Example With Donizo
On Donizo, you send a branded PDF with client portal access, clients eâsign digitally, and you can convert the accepted proposal to an invoice in one click. Commonly, when clients can sign on the spot, decisions land within 24â72 hours and the email back-and-forth drops by half. On the free plan you can export PDFs (with watermark); paid plans remove watermarks and add custom branding for a more polished look.
Speed From Site To Proposal With Voice Capture
The fastest path to a solid proposal is capturing details while you still remember them.
The Problem
- Field notes scattered across photos, texts and notebooks.
- Evenings lost typing up scopes.
- Details missed because you waited until the weekend.
The Solution
- Dictate the scope, quantities and photos on site. Voice capture locks in specifics while youâre looking at the job.
- Turn those notes into a proposal and send before you drive off.
Example With Donizoâs Voice-To-Proposal
Many contractors find they can narrate scope, add photos, and generate a professional proposal in minutes. Itâs common to save 2â3 hours per week by skipping manual write-ups. From there, send the proposal with client portal access, collect a legally binding eâsignature, and, once approved, convert to an invoiceâno retyping.
Frequently Asked Questions
Why Do My Proposal Emails Land In Spam?
Filters look for mismatched domains, heavy attachments, link shorteners, and marketing-style layouts. Align your sending domain with your proposal link, keep PDFs under 5 MB, avoid shorteners, and use a simple text-first email.
Should I Attach A PDF Or Use A Portal Link?
Do both: attach a light PDF for quick reference and include a single portal link for full detail and eâsignature. Many servers allow attachments up to 20â25 MB, but staying under 5 MB improves openability on mobiles and reduces scanning delays.
What Subject Line Works Best For Homeowners?
Be specific: âProposal â [Address] â [Project] â Review & EâSignâ. Addresses stand out in crowded inboxes and instantly tell the client itâs their job. Avoid generic words like âQuoteâ alone.
How Soon Should I Follow Up If I Hear Nothing?
If unopened after 24 hours, resend or call to confirm receipt. If opened but no action, a short nudge at 48 hours helps. Commonly, decision windows are 24â72 hours when the client can sign digitally.
Are EâSignatures Legally Binding For Residential Work?
Yes, eâsignatures are widely recognised as legally binding when the system records identity, intent and a clear audit trail. Donizoâs eâsignature workflow captures these elements so you can proceed with confidence.
Conclusion
Proposal delivery changed this year. Keep files lean, align domains, avoid link shorteners, and spell out the next step. Then make acceptance fast with a clear eâsignature path and immediate invoice creation. If you want to cut the admin loop= further, use Donizo to capture scope by voice, send a professional proposal with client portal access, collect a legally binding eâsignature, and convert to invoice in one click. Less chasing. More signed work.