PDF Attachment or Web Proposal Link? A Decision Guide
Ask how the client will review, circulate, and archive the proposal. Use that answer to decide which format to send first.
Match the format to the review process
| Client need | Practical choice |
|---|---|
| Print, offline review, or procurement upload | Send a dated PDF with a version number. |
| Review a working proposal that may change | Use a web link and tell reviewers when material changes go live. |
| Limit who can open the current proposal | Use a web tool that supports the access controls you need. Test them before sending. |
| Review online and retain a final record | Send a link for review and provide the approved PDF for archiving. |
Manage the version in either format
An attachment is a snapshot. A new attachment creates another copy, so name the version and say which one supersedes it. A web proposal can keep one URL as content changes if the platform supports that. Keep a dated copy of the version the client approved.
Check delivery and access
Open the attachment on a phone or test the link as an outside reader. Confirm the recipient can reach it under their own account or access method. Reader activity can guide a follow-up when available, but a visit alone does not establish that the client reviewed or accepted the terms.