Guide
Quote follow-ups that win more jobs (with templates)
A quote that goes quiet usually hasn’t been declined. The customer got busy, compared two prices and forgot which was which, or meant to reply and didn’t. A short, friendly follow-up brings many of them back, and it’s the cheapest work you’ll ever win: you’ve already done the hard part.
The timing
Three follow-ups, then stop:
- Day 2: check they received it and offer to answer questions.
- Day 7: a gentle nudge, with a reason to decide (your availability, a booking window).
- Day 14: a final, no-pressure note that closes the loop.
Each message should be shorter than the last. After the third, leave it; if they come back later, they will.
The templates
Day 2, by email:
Subject: Your quote from [your business]
Hi [first name], just checking the quote for [the job] came through. Happy to answer any questions or adjust anything. If it all looks good, you can accept it here: [accept link].
Day 7, by text:
Hi [first name], it’s [your name] from [your business]. Any questions on the quote for [the job]? I’ve got availability from [date] if you’d like to lock it in.
Day 14, by email:
Subject: Closing the loop on your quote
Hi [first name], I don’t want to keep chasing, so this is my last note on the quote for [the job]. If the timing or scope has changed, reply and I’ll update it. Otherwise, all the best with it.
Use whichever channel the customer contacted you on. A text gets read; an email can carry the quote again.
Make accepting easy
The easier it is to say yes, the more people do. A link to accept the quote online, or a reply of “yes” to a text, beats “give us a call to confirm”. Many job and quoting tools have an accept button built into the quote: switch it on.
Make the follow-ups automatic
Follow-ups only work if they go out every time, and that’s the part that slips when you’re busy. Most job and quoting software (and most email tools) can schedule follow-ups when a quote is sent and stop them when it’s accepted. Set the three messages up once, with your own wording, and every quote gets chased on time without you remembering.
Learn from the quiet ones
Once a month, look at the quotes that never converted. If a pattern shows up (always the same kind of job, always a certain price band, always quotes sent days after the visit), that’s worth fixing at the source. Speed matters too: a quote sent the same day is fresh in the customer’s mind.
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Questions
How many times should I follow up a quote?
Three is a good rule: day two, day seven and day fourteen, then stop. Each should be shorter than the last.
Text or email?
Both work. A short text gets read; an email can carry the quote again. Use whichever the customer contacted you on.
Can my job software send follow-ups?
Many job and quoting tools can schedule follow-ups or reminders. Check what yours has before adding another tool.
Won’t follow-ups annoy people?
Not if they’re short, polite and stop after the third. Most customers appreciate the reminder.
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