How to Follow Up a Quote (With Text and Email Examples)
Most quotes are not lost on price. They are lost because nobody followed up. Here is when to chase, what to say, and examples you can copy.
You visited, measured up, priced the job carefully and sent the quote. Then nothing. No reply, no "no thanks", just silence. It happens to every sole trader and SME, and it is tempting to assume the customer went elsewhere.
Often they have not. They are busy, they are comparing, or they meant to reply and forgot. A short, friendly follow-up is frequently all it takes to turn a quiet quote into a booked job. Here is how to do it without feeling pushy.
Why following up wins work
Customers rarely decide on price alone. They choose the person who seems reliable, easy to deal with and keen to do the job. A polite follow-up shows all three. It also keeps you in mind while they are weighing up several quotes.
If you do not follow up, the job tends to go to whoever does.
When to follow up a quote
Timing matters more than wording. A good rhythm for most quotes:
- The same day: a quick message to confirm the quote arrived and offer to answer questions.
- Two to three days later: a short check-in asking if they have had a chance to look.
- About a week later: a final, helpful nudge, such as mentioning when you could start.
- After that: a note in your diary to check back in a month or two, especially for bigger jobs that take longer to decide.
For large jobs like extensions, kitchens or a new boiler, customers often take weeks. Space your follow-ups out further rather than stopping altogether.
Text message examples
Texts work well for homeowners and anyone you have already spoken to by phone. Keep them short and personal.
Straight after sending
Hi Sarah, it’s Sam from Sam’s Plumbing. I’ve just emailed over the quote for the bathroom. Any questions, just give me a shout. Thanks again for having me round.
A few days later
Hi Sarah, just checking you got the bathroom quote OK? Happy to talk it through or tweak anything if it helps.
A week later
Hi Sarah, I’m booking work in for next month and wanted to check if you’d like me to hold a slot for the bathroom. No pressure either way, just let me know.
Email examples
Email suits business customers, bigger quotes and anything with attachments. Use a clear subject line so it is easy to find later.
First follow-up
Subject: Your quote for the office refit. Hi James, I hope the quote arrived safely. I have included everything we discussed on site, but if anything is unclear or you would like options at a different budget, I am happy to help. Best wishes, Dan.
Second follow-up
Subject: Office refit, any questions? Hi James, just checking in on the refit quote. If it helps, I could start from the 14th, and I can split the work into phases to keep the office running. Let me know what suits. Dan.
Final follow-up
Subject: Shall I close this off? Hi James, I have not heard back about the refit, which is completely fine. If the timing is not right, I will close the quote for now and you are welcome to get in touch whenever you are ready. Thanks, Dan.
That last email is surprisingly effective. People often reply to a polite "shall I close this off?" when they have ignored everything else.
What not to do
- Do not chase daily. Two or three well-spaced follow-ups are plenty.
- Do not drop your price unprompted. Offer to adjust the scope instead.
- Do not sound annoyed. Silence is usually busyness, not rudeness.
- Do not forget. A follow-up you never send is the most common mistake of all.
How to never forget a follow-up
The hardest part is remembering. When you are on the tools all day, quotes get buried in your phone, your email and the back of a notebook.
A simple CRM fixes that. In Bizora CRM, every quote gets a call-back date, and today’s follow-ups sit at the top of your dashboard. Move a quote to "sent" and Bizora CRM reminds you to chase it a few days later automatically, so nothing slips. It is free for sole traders and SMEs, with no card needed.
Common questions
How long should I wait before following up a quote?
Two to three days is a good first check-in for most jobs, after a quick message on the day you send it. For big jobs, space later follow-ups a week or more apart.
How many times should I follow up?
Two or three times over a couple of weeks, then a final "shall I close this off?" message. After that, a check-in a month or two later is fine for larger jobs.
Should I follow up by text or email?
Use whichever the customer used with you. Texts suit homeowners; emails suit business customers and bigger quotes.
What if the customer says it is too expensive?
Ask what budget they had in mind and offer to change the scope, materials or phasing rather than simply cutting your price.
