How to follow up on a quote (with message templates)

Knowing how to follow up on a quote can win you more jobs than any advert. You send a quote, the customer says “thanks, we’ll be in touch”, and then nothing. It’s easy to assume they went with someone cheaper. Often they didn’t: they got busy, forgot, or are waiting to talk to their partner. A short, polite follow-up wins a surprising number of those jobs back.

Why customers go quiet after a quote

• They’re comparing two or three quotes and haven’t decided.
• They meant to reply and forgot.
• They have a question but don’t want to ring and ask it.
• The price was more than they expected and they’re not sure what to say.

Only the last one is really about price, and even then a conversation can often find a version of the job that works. See what to say when a customer says “that’s too expensive”.

A simple follow-up routine

Day 2 or 3: check they got it. “Hi [name], just checking the quote for the oak came through okay. Happy to answer any questions.”

About a week later: make it easy to say yes. “Hi [name], I’ve got some space at the end of the month if you’d like to go ahead with the crown reduction. Just reply here and I’ll pencil you in.”

Two to three weeks later: close it politely. “Hi [name], I won’t keep chasing, but if you’d like to go ahead with the tree work later on, just get back in touch.”

Three messages over a few weeks is enough. More than that starts to feel pushy.

Tips that make quote follow-ups work

• Use the channel they used. If they messaged on WhatsApp, follow up on WhatsApp.
• Keep it short. One or two sentences. No pressure, and no discount in the first message.
• Mention something specific. The tree, the fence, the date they wanted. It shows you remember them.
• Ask a question. “Would the end of the month suit?” is easier to answer than “let me know”.
• Follow up quickly. The longer you leave it, the more likely they’ve booked someone else.

Send a better quote in the first place

A clear quote that explains what’s included and makes it easy to say yes needs less chasing. Our guide on how to write a quote covers what to include.

Keep track, or it won’t happen

The hard part isn’t writing the message. It’s remembering to send it while you’re busy on jobs. Whatever you use, keep a list of every quote with the date sent and where it’s up to. In RoughFigure each lead has a status (new, contacted, quoted, won or lost) plus notes, so you can see at a glance who needs a nudge. See all features.

Learn from the ones you lose

When someone says no, ask why, politely: “No problem at all. Out of interest, was it the price or the timing?” Over a few months the answers show whether you’re losing work on price, speed or something else.

Questions

How long should I wait to follow up on a quote?

Two or three days for the first check, then about a week, then a final message after two or three weeks.

Is it pushy to chase a quote?

Not if you’re polite and brief. Most customers appreciate the reminder, and the ones who aren’t interested will usually tell you.

Should I offer a discount when following up?

Not straight away. Find out what’s holding them back first. If it’s budget, offer options (doing less now, or a different date) rather than cutting your price.