You sent a quote a week ago and heard nothing. No yes, no no. The instinct is to wait a bit longer so you don't come across as pushy. That is usually a mistake: a client who doesn't reply has rarely decided to say no. They forgot, they are unsure about one point, or your email never reached them.
This article gives you ready-to-copy wording, sorted by situation. If what you want is for these follow-ups to go out on their own, I explain how in my guide to automated quote follow-up. Here, we deal with the words.
In short. Follow up on business day 3 to check the quote arrived, on day 7 to remove a specific blocker, then call around day 10. A follow-up email should name the project, attach the quote, ask one question and give the client permission to say no. After two emails, a phone call does more than a third message.
When should you follow up on a quote?
There is no legal rule here, only habit and common sense. The schedule below is what I recommend for an everyday quote. Adjust it if the client gave you a decision date.
| When | Channel | Goal | Template |
|---|---|---|---|
| Business day 3 | Check the quote arrived | No. 1 | |
| Business day 7 | Remove a specific blocker (timing, line item, budget) | No. 2 to 6, depending on the case | |
| Business day 10 | Phone | Find out what is in the way, close or file it | Call |
| A few days before the quote expires | Give a real reason to decide | No. 7 | |
| After an unanswered call | Close the file politely | No. 8 |
I count in business days. An email that lands on a Saturday night feels automated, even when you wrote it yourself.
How do you write a quote follow-up email that gets a reply?
- A subject line that names the project: "Your quote for the bathroom" rather than "Follow-up quote #2026-118". The client knows at a glance what it is about.
- Attach the quote every time. Nobody wants to dig through their inbox for the first email.
- One question only. "Does the start date work for you?" gets more replies than "Please don't hesitate to reach out with any questions."
- An easy way out. "If the project is on hold, just let me know." You save time on dead deals, and clients reply more easily when they are allowed to say no.
- Your usual tone. If you are on first-name terms with this client on the phone, don't write to them like a collections department.
Which follow-up template should you use for each situation?
The eight templates below are starting points. Replace the parts in brackets, keep the structure, and cut anything that doesn't sound like you.
1. Check the quote arrived (day 3)
The simplest one, and it works for every trade. It covers the most common and most avoidable case: the quote ended up in spam.
SubjectYour quote for [the project]
Day 3
Hi [Name], I sent you the quote for [the project] on Tuesday and I'm attaching it again in case it got lost. Could you confirm it reached you? If anything is unclear, just reply to this email.
Quote-[project].pdf
2. Trades: lock in the schedule (day 7)
For a plumber, an electrician, a carpenter. Your calendar is a real argument: your weeks fill up, and clients understand that.
SubjectRe: Your quote for [the boiler replacement]
Day 7
Hi [Ms. Martin], I'm planning my [November] schedule and I still have a slot the week of [date]. Would you like me to hold it for your [job]? If the project is on hold, no problem: let me know and I won't follow up again.
Quote-[job].pdf
3. Cleaning company: offer a site visit
For a recurring contract (offices, residential building, shop), clients often hesitate over frequency or scope. A short visit clears that up better than an email.
SubjectYour cleaning quote for [the X Street offices]
Day 7
Hi [Mr. Patel], I'm following up on the cleaning quote for your offices. I planned [two visits a week]: if that doesn't match what you need, I can stop by for fifteen minutes to adjust it. Would [Thursday morning] work for you?
Quote-cleaning-[client].pdf
4. B2B services: help your contact sell it internally
In a company, the person who asked for the quote is not always the one who signs. Your follow-up should help them present it to their manager.
Subject[Project name] proposal: a summary for your management
Day 7
Hi [Name], if the proposal needs to go to [your management], here is the gist in three lines: [what is delivered], [the timeline], [the price and what it covers]. Would a 15-minute call with [the decision-maker] help? I'll work around their calendar.
Proposal-[project].pdf
5. After a site visit or meeting
You saw the place, you talked it through. Mention a detail from that visit: it shows the quote was written for this client, not pulled from a spreadsheet.
SubjectFollowing my visit on [Tuesday]: your quote
Day 5
Hi [Ms. Lee], thanks again for having me over on [Tuesday]. As agreed, the quote includes [the repair of the garden-side wall we discussed]. Have you had a chance to talk it over with [your partner]? I'm happy to go through it by phone.
Quote-[project].pdf
6. The client is comparing quotes
If they told you, don't pretend you don't know. Offer to help them compare: that is often when they notice a competing quote doesn't include the same things.
SubjectComparing quotes for [the project]
Day 7
Hi [Name], you mentioned you were waiting for other proposals, which makes sense. If it helps, I can walk you through what my quote includes line by line ([materials, disposal, warranty]) so you compare like with like. Shall I call you this week?
7. The quote is about to expire
If your quote has an expiry date, it gives you an honest reason to follow up. Don't invent urgency: if your prices aren't changing, don't say they are.
SubjectYour quote for [the project]: valid until [date]
Before expiry
Hi [Name], a quick reminder: the quote for [the project] is valid until [date]. After that, I'll need to check [material prices / my availability] before confirming the same terms. Would you like me to hold [the start date]?
Quote-[project].pdf
8. The last email, to close the file
After two emails and a call with no answer, send a closing message. It is polite, it doesn't guilt-trip, and it sometimes gets the reply the others didn't.
SubjectShall I close your [project] file?
Last
Hi [Name], since I haven't heard back, I assume the project is no longer a priority and I'll close the file so I stop bothering you. If I'm wrong, just reply to this email and I'll pick up where we left off.
What should you do after the last follow-up email?
Call, before sending the closing email. A two-minute call tells you what no email will: the client went with someone else, is waiting on financing, or simply hasn't had time. Prepare an opening question ("Where are you with the project?") and log the answer in your quote tracker, even when it's a no. Over a few months, those answers will show you whether your quotes lose on price, timing or clarity.
If the client accepts by phone, update the quote status right away. That is what stops template 8 from going to someone who just signed.
Can these follow-up emails be sent automatically?
Yes for templates 1, 2 and 7, which only depend on a date. The others need you to know the client's situation (visit done, comparison under way): they are better written by hand, or drafted automatically and reviewed by you before sending.
The idea: your quoting tool or tracking sheet holds the send date and the status, and an automation tool sends the right template at the right time, from your own address, then stops as soon as the client replies. The full setup is in the article on automated quote follow-up, and the choice of tool in the n8n vs Make vs Zapier comparison.
If you'd rather not build it yourself, this is the kind of setup I deliver in my follow-up and repetitive task automation projects. For a simple follow-up plugged into an existing tool, it usually takes one to two weeks, testing included. The same ideas apply to invoices: I collected the templates in the article on overdue invoice emails.
When is email the wrong way to follow up?
- Large quotes. When a quote is a big share of your month, the first contact after sending it should be a call, not a template.
- Clients you see often. A neighboring business or a regular client expects you to bring it up in person.
- An unhappy client or an open dispute. A follow-up at the wrong time makes things worse. Settle the issue first.
- Formal tenders. They have their own contact rules and calendar. Follow them, even if a follow-up seems useful.
- When you have nothing new to say. A third email identical to the first two wears the relationship down. Switch channels or close the file.
Frequently asked questions
How long should you wait before following up on a quote?
Three business days for a first email that checks the quote arrived, then a week after sending for a follow-up that asks a specific question. If the client gave you a decision date, wait until then and follow up the next day.
How many follow-ups should you send for an unanswered quote?
Two emails, one call, then a closing email. Beyond that, you risk annoying the client without getting anything. If they still don't reply, close the file: they will come back if they change their mind.
What subject line should a quote follow-up email have?
One that names the client's project, for example "Your quote for the bathroom". Avoid using only the quote number or words like "Reminder": they read like an unpaid invoice.
Should you follow up on a quote by email or by phone?
Both, in that order: one or two short emails for everyday quotes, then a call. For a large quote, call from the start. A call tells you faster what is blocking; an email leaves a record and carries the quote as an attachment.
Is a follow-up for a trade business different from a B2B one?
Yes. A tradesperson usually talks to the decision-maker and can use their schedule as a reason. A B2B provider talks to a contact who has to convince others: the follow-up should help them present the proposal, with a short summary and an offer to talk to the decision-maker.