You sent a quote. A few days have passed. Nothing. If you’ve been in business for more than a month, you know this feeling. Knowing how to follow up on a quote — without coming across as desperate or pushy — is one of the most valuable skills in running a service business.
This guide gives you a proven follow-up process, sample email templates, and the mindset shift that makes following up feel natural rather than awkward.
Why Following Up Matters More Than You Think
Most business owners follow up once, get no reply, and assume the client isn’t interested. The data says otherwise. Studies consistently show that a significant portion of sales happen after the third or fourth follow-up — yet most people give up after one.
Clients go quiet for a lot of reasons that have nothing to do with your price:
- They’re still getting other quotes
- They had an unexpected event (sick family member, work deadline)
- They’re waiting on a spouse or partner to review it
- They forgot — genuinely
- They liked your quote but needed a nudge to commit
A well-timed follow-up often turns a silent prospect into a signed client.
When to Follow Up
Timing matters. Follow up too soon and you look impatient. Wait too long and the client has already hired someone else.
- First follow-up: 3–5 business days after sending the quote. This is the sweet spot. Enough time for the client to review, not so long that they’ve forgotten you.
- Second follow-up: 5–7 days after the first. Keep it brief — just a gentle check-in.
- Third follow-up: 1–2 weeks later. If you still haven’t heard back, this is your final attempt. Keep it short and leave the door open.
If your quote has an expiry date (which it should), mention it in the second or third follow-up: “Just a reminder that this quote is valid until [date] — happy to extend it if you need more time.”
How to Follow Up: Email Templates
First Follow-Up (3–5 days after sending)
Subject: Following up on your quote — [Your Company Name]
Hi [Client Name],
I just wanted to check in on the quote I sent over on [date]. Happy to answer any questions or adjust anything if needed.
Let me know if you’d like to move forward — I’m looking to schedule work for [timeframe] and would love to include your project.
Best,
[Your Name]
Second Follow-Up (5–7 days after the first)
Subject: Re: Quote for [Project Type]
Hi [Client Name],
Just circling back on this one. I know things get busy — no pressure at all.
If the timing isn’t right or you’ve decided to go in a different direction, that’s totally fine — just let me know and I’ll close this out.
If you’re still considering it, I’m happy to jump on a quick call to answer any questions.
Best,
[Your Name]
Third Follow-Up (near quote expiry)
Subject: Your quote expires [date] — [Your Company Name]
Hi [Client Name],
Quick heads-up that the quote I sent expires on [date] due to material/labor pricing. If you’d like to move forward, now is a good time to lock in this price.
Happy to extend the quote if you need a little more time — just let me know.
Best,
[Your Name]
Following Up by Phone
For larger jobs, a phone call is often more effective than email. Keep it brief and conversational:
“Hi [Name], it’s [Your Name] from [Company]. I just wanted to follow up on the quote I sent over last week for [project]. Do you have a couple of minutes to talk through any questions?”
If you get voicemail, leave a short message and follow up with an email the same day referencing the call.
What Not to Do When Following Up
Don’t apologize for following up. “Sorry to bother you again” signals that following up is an imposition. It isn’t. It’s professional and expected.
Don’t drop your price without being asked. Unsolicited discounts look desperate and undermine the value of your original quote. If the client asks about price, then you can have that conversation.
Don’t follow up daily. Once or twice a week at most. More than that crosses from persistent to annoying.
Don’t send identical messages. Each follow-up should be slightly different in angle — first is a check-in, second creates an easy exit, third is a deadline nudge.
The Secret to Making Follow-Up Feel Easy
The best follow-up system is one that happens automatically, without relying on your memory. When you send a quote, set a calendar reminder for your follow-up date. If your quoting tool tracks when quotes are opened, follow up the day after the client first views it — that’s when you’re freshest in their mind.
OfferKit notifies you when a client opens your quote, so you know exactly when to follow up — not three days after they’ve already viewed it and moved on, but the same day while you’re still top of mind.
Send better quotes. Follow up smarter. Win more work.
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