How to follow up a quote, with a message you can copy

Many quotes are not turned down. They are simply forgotten. The customer gets busy, puts off the decision, and the job goes to whoever follows up first.

This guide explains why a follow up works, when to send it, what to say, and how to make it easy for a customer to book. You will also find messages you can copy and adapt for your own business.

Why following up works

A short follow up reminds the customer that you are interested, gives them a chance to ask questions and often brings the decision forward.

Many customers ask more than one business for a quote. If several come back at a similar price, the one who stays in touch, answers questions and makes booking easy often wins. Following up is not pushy when it is polite and helpful.

When to follow up

A good rhythm is a first follow up two days after you send the quote, and a second one about a week later.

Two days gives the customer time to read the quote and compare, but is soon enough that you are still fresh in their mind. A week later is a gentle nudge for anyone who has put the decision off.

Before you send the quote

The follow up works best when the quote itself is clear. Check that it includes:

• A clear total, and whether it includes VAT if you are registered.

• What is included, and anything that is not.

• When you can start and roughly how long the job will take.

• How long the quote is valid for.

• How to accept, such as replying or using a booking link.

A message you can copy

First follow up:

"Hi [name], just checking you received the quote for [job]. Happy to answer any questions or talk through the options. I have availability on [dates] if you would like to go ahead."

Second follow up:

"Hi [name], following up on the quote for [job]. If the timing is not right, no problem. Just let me know and I will keep it on file. If you would like to book in, reply to this message or use [booking link]."

You can adjust the wording to suit your trade and your tone. Keep it short, mention the job, and always offer a simple next step.

Make it easy to say yes

• Include a clear total and what is included.

• Give a simple next step, such as a reply or a booking link.

• Mention when you can start.

If a customer has to search for your number, find the quote again and work out how to book, many will not bother. Every step you remove makes it more likely they will say yes.

Common mistakes

• Never following up at all, and assuming silence means no.

• Waiting several weeks, by which time the job has gone elsewhere.

• Sending a long message that repeats the whole quote.

• Sounding annoyed that the customer has not replied.

• Following up so often that it feels like pressure.

A worked example

Say you send three quotes on a Monday. On Wednesday, each customer gets a short first follow up. One replies with a question about materials, which you answer, and they book. The following Monday, the other two get a second follow up. One says the timing is not right this month, so you note to check back later. The third books in. Without the follow ups, all three might have gone quiet.

Follow up by the right channel

Use the channel the customer used to contact you. If they sent a text, follow up by text. If they emailed, reply to the same email thread so the quote is easy to find. For bigger jobs, a short phone call can also work well, because it gives the customer a chance to ask questions there and then. Whatever channel you choose, keep the message short and friendly.

What to do after the second follow up

If you still hear nothing, it is fine to stop. You can keep the customer's details and get in touch if you have a quiet spell or a seasonal offer. Some customers come back months later when they are ready.

Frequently asked questions

Is it pushy to follow up a quote?

Not if the message is short, polite and helpful. Most customers appreciate the reminder.

How many times should I follow up?

Two follow ups is a good rule, one a couple of days after the quote and another about a week later.

Should I offer a discount in the follow up?

It is not necessary. A clear quote, a quick start date and an easy way to book are often enough.

What if the customer says no?

Thank them, ask if there is anything you could have done differently, and keep their details on file.

Let us do the follow ups

Leaflet Media's quote follow up service sends follow ups two and seven days after every quote, with quote templates and an online booking link. See our quote follow up page.

Once the job is done, our invoice chasing and review management service can help you get paid and win more reviews. Call 07525 722 427 or email Brighton@leaflet-media.co.uk.