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You did the site visit, costed the items and sent the quote. Then nothing. Should you call, write an e-mail or wait a little longer? Especially when you need to order materials or schedule staff, you need clarity.
Following up on a quote is part of clarifying the job. You remind the other person of a pending decision and help them take the next step. What matters is the right timing, a concrete reason and a message that is easy to answer.
Key points at a glance
- Where possible, agree when you will be in touch again when you send the quote.
- Adapt the rhythm to the size of the job and the decision date.
- Ask one specific question and make the next step easy.
- Use open signals with care and end unanswered contact attempts on a friendly note.
Why following up on a quote is not begging
No reply does not automatically mean no interest. Your contact has customers of their own, is waiting for internal feedback or needs to talk to management first. Meanwhile, your quote slips down their inbox. A friendly reminder can therefore be welcome.
Imagine a painting firm that has quoted for renovating an office. The person responsible likes the proposal but still needs to find out when the rooms will be free. If you ask about the time frame for the work, you are helping with an open task and moving the conversation forward.
Following up becomes awkward mainly when every message simply demands a decision. Ask instead what is still missing: a clearer description of the services, a different variant or a conversation with another person. That way you are more likely to get a useful answer than with a general reminder about your outstanding quote.
When should you follow up on a quote?
The best moment can often be agreed when you send the quote. Say when you will be in touch again and ask whether that fits their decision process. Even better is a date you agree together: then your call is expected and you do not have to guess the interval.
Without an agreement, a few working days before the first reminder is a useful rule of thumb. A small garden maintenance quote usually needs less coordination than a solar installation or a large agency project. Also take holidays, out-of-office replies and any stated decision date into account.
The following rhythm is a starting point, not a rigid recipe. If your contact explains that the budget meeting is not for another two weeks, adjust to that. Extra reminders before that date rarely bring clarity.
- When sending: Suggest a specific time for their response.
- After a few working days: Follow up in a friendly way, unless a later date has been agreed.
- After about another week: Pick up an open question or provide useful extra information.
- To close: If there is still no reply, end the sequence with a short closing e-mail.
Following up on a proposal: phone or e-mail?
E-mail works well when your contact needs to pass information on internally or is available at different times. They can answer your specific question when it suits them. Keep the existing e-mail thread together so the quote and your agreements can be found without searching.
The phone is helpful when a question concerns several items or when uncertainty is easier to clear up in conversation. With a kitchen renovation, for example, it is quicker to discuss which preparatory work has already been done. Ask first whether they have a moment, and say why you are calling.
Where possible, choose the channel you have used or agreed so far. If you cannot reach anyone, a short e-mail with your question and an offer to talk is enough. Several calls and e-mails on the same day can create unnecessary pressure.
After a phone call, write down what you agreed. A brief confirmation of the open task and the next date prevents misunderstandings. This is especially helpful when several people are involved on the customer’s side.
What a good follow-up e-mail contains
Your message should be answerable without much thought. Mention the quote, add a helpful point and ask one specific question. A subject line with the project name or quote number makes it easier to place, especially if your contact is handling several purchases at once.
Added value does not have to be a discount. A landscaper can explain how two paving variants differ in maintenance. An agency can clarify which content it needs to start the project. An accounting firm can list the documents that make the proposed process possible.
Stick to the question that actually clarifies the next step. Instead of asking about the general status, you can find out whether a variant fits or what information is still missing. Offer a simple option to go with it: a short reply by e-mail or a specific time for a call.
- Reference: Which quote and which project do you mean?
- Added value: What information makes the decision easier?
- One question: What exactly should your contact answer?
- Next step: How can they move forward with little effort?
Using a follow-up e-mail template well
You can use the three e-mail templates as a starting point. Replace the placeholders and add a sentence from your previous conversation. Remove anything that does not fit the project, and only announce extra information that you actually include.
Three e-mail templates to copy
- Template 1Friendly reminder
Use this template a few working days after sending, if you have not agreed a later date for a response.
Subject: Quote [quote number] for [project]: any questions?
Dear [Title] [Surname] On [date] I sent you quote [quote number] for [project]. Is there any information you still need in order to assess the proposal? I would be happy to clarify any open points by e-mail or in a short call. If you do not have the quote to hand, I would be glad to send it to you again. A short reply is all that is needed. Kind regards [Your name]
- Template 2Follow-up with added value
Use this template for a further contact when you can provide specific additional information on an option you quoted for.
Subject: Additional information on [option] – quote [quote number]
Dear [Title] [Surname] I have some additional information for you regarding our quote [quote number] for [project]: [Specific additional information about the option and its benefit for the project] Does [option] suit your plans, or would you like me to revise the quote without this item? You are welcome to let me know your preference by e-mail. I would also be happy to explain the differences in a short call. Kind regards [Your name]
- Template 3Closing with an open door
Use this template as your last contact if your previous follow-ups have gone unanswered.
Subject: Quote [quote number]: no further follow-up for now
Dear [Title] [Surname] I have not yet received a response regarding quote [quote number] for [project], so I will not follow up any further for now. If the project becomes relevant again later, please do get in touch. We can then discuss together whether the services quoted and the schedule still fit. Thank you for our exchange so far. Kind regards [Your name]
Quote follow-up: using signals wisely
If you can see whether and when a quote has been viewed, you can judge your follow-up better. If it has not been opened yet, a short question about whether it arrived makes sense. If it has already been viewed, you can ask about open points or a variant you discussed.
Treat such signals as clues. An opened quote proves neither an intention to buy nor that every item has been understood. A long viewing time can also have various reasons. So avoid statements like “You spent a long time looking at the quote yesterday” and stay focused on your contact’s concerns.
With Saley you can see when your proposal has been opened and how long the prospect has spent on it. Follow-ups run automatically at defined intervals or before the proposal expires, and can be paused, skipped or controlled manually. This can take the repetitive work of reminding off your hands. You still answer questions about the content personally and in a way that fits the project.
Before automating your follow-up, check whether the text and timing suit your usual jobs. Keep an eye on ongoing conversations so that reminders match what you have agreed. If a reply has already come in or a later date has been agreed, your further contact plan should take that into account.
When to stop following up
If your friendly reminder and a further helpful contact go unanswered, a closing e-mail makes sense. You do not have to chase a decision indefinitely. Say briefly that you will not follow up any further for now, and explicitly leave the door open for a later reply.
The closing e-mail needs neither reproach nor artificial urgency. If you are finalising your scheduling, you can mention that genuine reason. But do not claim limited capacity just to provoke a reaction.
If you receive an explicit no, thank them briefly and stop following up. If it suits the conversation, you can ask once about the deciding reason. Then record whether the project has been cancelled, postponed or is still open, so you can pick it up again in a targeted way later.
This article is intended as general guidance and is not legal advice. For legal or tax questions, please contact a professional, for example your accountant.
