The Ripple Effect of Professional Courtesy: Why Closing the Loop Matters
When organizations request proposals but don't follow through, they miss an opportunity to build lasting professional relationships, and consultants lose valuable time and energy.
As a leadership consultant, I've learned that the little things we do and say, day in and day out, are what define us as leaders. This principle extends far beyond team workshops and strategic planning; it shapes how we conduct business relationships and treat the professionals who invest their time in our organizations.
Recently, I experienced something that many solo consultants know all too well: the proposal that disappears into the void. After submitting a detailed custom proposal and receiving positive initial feedback ("This is great! I'll get back to you in a few weeks!"), the conversation simply... stopped.
Despite following up twice over many months (always professionally and patiently), there was no follow-up, no decision, no closure, just silence that stretched on indefinitely.
This isn't just disappointing; it's a missed opportunity for both parties.
The Real Cost of Not Following Through
When organizations request that you personally send a proposal or when responding to an online RFP, and then fail to provide closure, the impact ripples outward:
For consultants and service providers:
Hours of unpaid work creating customized solutions
Opportunity costs from pursuing other prospects
Financial planning challenges for small businesses
Erosion of trust in potential client relationships
For organizations:
Damaged reputation in professional networks
Missed opportunities to build valuable vendor relationships
Poor modeling of the communication standards they expect from their own teams
Potential loss of future opportunities with quality consultants
Simple Ways to Support Consultants (That Cost Nothing)
The good news? Creating positive professional relationships doesn't require budget approval or lengthy processes. Here are 5 easy ways organizations can demonstrate professional courtesy:
1️⃣ Acknowledge Receipt
A simple "Thank you for your proposal. We're reviewing it and will get back to you by [date]" takes 30 seconds and sets clear expectations.
2️⃣ Provide Updates
If your timeline changes, a quick update shows respect for the consultant's time: "Our project has been delayed. We'll have an answer by [new date]."
3️⃣ Close the Loop—Always
Whether yes, no, or "not right now," every proposal deserves a response. Even a brief email saying "We've decided to go in a different direction" provides closure.
4️⃣ Share Decision Criteria
When possible, help consultants understand why their proposal wasn't selected. This feedback is invaluable for improving future submissions.
5️⃣ Maintain the Relationship
A "no" today doesn't mean "never." Keep consultants informed about future opportunities or refer them to other organizations that might benefit from their services.
The Leadership Opportunity
For leaders reading this: how you handle these interactions reflects your organization's values. If you expect your team to communicate professionally, demonstrate accountability, and show respect for others' time—model these behaviours in your vendor relationships too.
True leadership is about enabling others to realize their full potential—and this includes the external partners who invest their expertise in your organization's success.
Moving Forward Together
This experience reminded me why creating a team development culture matters so much. When we help organizations build systems where every team member feels empowered to communicate effectively and follow through on commitments, we're creating ripples that extend far beyond their walls.
To organizational leaders: you have the power to transform these interactions. Your follow-through (or lack thereof) creates ripples throughout the professional community. Make them positive ones.
What's been your experience with proposal follow-through, either as a consultant or within an organization?
How can we collectively raise the standard for professional courtesy in our business relationships?
Janic 💜
