Following up on a quote: when to call, what to write (email examples)

Sending the quote is only half the job. If the client goes quiet, it does not always mean "no"; more often the quote has simply been buried under other work. A short quote follow-up at the right moment speeds up the decision and puts you ahead of competitors.

When should you make the first follow-up?

In most industries, 3 to 5 working days is a good starting point. For larger projects you can wait a week. If you know the client has opened the quote, calling shortly after they open it is the most effective timing.

Phone or email?

For the first follow-up, the phone works better: you can answer questions on the spot and hear what the client is really thinking. If you cannot reach them, leave a short email or message. The second and third follow-ups can be done by email.

Example 1: first follow-up

"Hi Sarah, have you had a chance to look at the office air conditioning quote we sent last Tuesday? If you have any questions about the model selection or delivery time, we can clear them up in a quick call."

Example 2: before the quote expires

"Hi Sarah, the prices in our quote are valid until Friday. If you need any revisions to help with your decision, I can prepare and send them today."

Example 3: no reply for a long time

"Hi Sarah, this may not be the right time for the office air conditioning project. Before I close the file, I wanted to ask: has the project been postponed, or did you go ahead with another solution? Your answer would really help us."

This third follow-up email example gets a reply more often than you might expect, because a door that is about to close invites the client to make a decision. Even if the answer is "no", learning why you lost strengthens your next quote.

Let a system handle follow-up

• Set a follow-up date for every quote.
• Leave reminders to a system, not your calendar.
• After every conversation, update the status in one word: hot, warm, cold.
• Record the reason for every lost quote.