How to follow up on a quote
To follow up on a quote, send a short, friendly message within a day or two of sending it, then follow up again a few days later with one useful extra, such as an answer to a likely question. Make each message easy to reply to with a yes, no or not yet. Stop after a clear last note.
- Follow up within a day or two of sending the quote, while the job is still on the customer’s mind.
- Plan three or four touches in advance, spaced further apart each time.
- Add something useful to every message instead of asking if they have decided.
- Make the reply easy: a yes, a no or a not yet should each take one line.
- Send a clear last note, then stop and record why the quote was lost.
This page uses an illustrative example, not a named FrugalPod customer.
Step by step
Send the quote with the next step written in it
A follow-up starts with the quote itself. Say in the message when you will check back, for example “I’ll call on Thursday to answer any questions.” That makes your follow-up expected rather than pushy. Keep the quote to one page, show the total, what it covers, what it does not cover and how long the price holds. If the customer has to hunt for the price, they will put it off.
Follow up within a day or two
Send a first check-in within a day or two. Confirm the quote arrived, since quotes in spam folders are a common reason for silence, and ask if anything is unclear. Keep it to two or three sentences. Use the channel the customer used with you: if they texted first, a text is fine. Do not wait a week; by then the customer may have spoken to someone else.
Space the next touches further apart
Plan the whole sequence now so it does not depend on your memory. A simple pattern is a check-in after a day or two, a second touch a few days later and a third about a week after that. Each gap is longer than the last, which feels patient rather than nagging. Write the dates on the quote record or in your calendar so a busy week does not swallow them.
Give each message a reason to exist
“Just checking in” gives the customer nothing to act on. Add one useful thing each time: answer a question people often ask, offer a start date that is still open, share a photo of similar finished work, or explain what is included in the price. Then close with one clear question. The goal is to make a decision easier, not to remind them you are waiting.
Make the reply effortless
People often do not answer because replying feels like a commitment. Offer three easy replies: “yes, go ahead”, “not right now” and “not for us”. Any of them helps you plan. A “not right now” lets you ask when to come back. Where it fits, offer a short call instead of an email thread, since a two-minute call settles questions that take days by message.
Close the loop with a last note, then record the result
If there is still no reply, send a polite final message saying you will close the quote, that the price holds until a stated date and that they are welcome to come back. Then stop. Mark the quote won, lost or on hold in your CRM or spreadsheet, with a reason if you know it. A month of recorded reasons shows whether price, timing or response speed loses you jobs.
When should you follow up on a quote, and how many times?
Follow up first within a day or two, then three or four times in total over roughly two to three weeks. Big jobs with long decisions, such as a renovation or a company contract, deserve a longer sequence with more time between touches. Small, quick jobs deserve a shorter one. If the customer gave you a date, such as “we decide next month”, follow that date instead of any schedule.
A worked example
Priya runs a small landscaping crew and sends about a dozen quotes a week by email. Her old habit was to follow up “when she remembered”, which meant never. Now every quote gets three dated reminders, and each message mentions the specific garden job. This is an invented example to show the habit, not a real business.
When not to chase
- The customer has said no or asked you to stop contacting them.
- The quote was for a one-off job they have already had done elsewhere.
- You are not sure the customer agreed to be contacted by text or WhatsApp. Check your local rules on consent and ask a qualified advisor if unsure.
A three-message follow-up to adapt
- Day one or two: Hi [name], I sent over the quote for [job] yesterday. Did it come through? Happy to talk through anything that isn’t clear.
- A few days later: Hi [name], one thing people often ask about [job] is [common question]. The answer is [short answer]. We still have [open start date] free if that suits.
- About a week after that: Hi [name], I’ll close this quote on [date] unless I hear from you. If the timing has changed, just say so and I’ll hold it. Thanks for considering us.
Common mistakes to avoid
- Sending the quote and waiting silently for a reply that never comes.
- Writing “just checking in” with no new information or question.
- Following up on a fixed schedule even after the customer has said when they will decide.
- Chasing so often that the customer feels pressured and picks someone else.
- Never recording why quotes were lost, so you cannot improve the next one.
How the FrugalPod sales pod helps with quotes
FrugalPod’s sales pod includes a Follow-up writer that drafts personal follow-ups and quotes from your price book, and a CRM keeper that fills gaps after every call. Nothing is sent until you approve it, and outreach honours opt-outs, quiet hours and consent rules. Every action is logged. You can start free with 100 credits and no card; see pricing. If you already use a CRM, see the HubSpot page.
Follow-up writerDrafts personal follow-ups and quotes from your price book.
CRM keeperMerges duplicates and fills gaps in the record after every call, so the next follow-up uses the latest details.
Related
Common questions
Something missing? Write to admin@frugalpod.com and a person will reply.
How long should I wait before following up on a quote?
Wait a day or two for a first check-in, since that is long enough to be polite and short enough that the job is still fresh. If the customer told you when they will decide, wait until that date. A week of silence is usually too long.
How many times should I follow up on a quote?
Three or four times is enough for most small jobs, spaced further apart each time, ending with a clear last note. More than that starts to feel like pressure. For large jobs with long decisions, spread the same touches over more weeks.
Should I follow up by phone, email or text?
Use the channel the customer already used with you. Email suits detailed quotes, a call suits large jobs or questions, and text suits quick jobs when the customer has agreed to be texted. Switching channels once can help when email goes unanswered.
What do I say if the customer says my price is too high?
Ask what they are comparing it with, then explain what the price includes. If you can, offer a smaller scope or a different option rather than cutting the price. Some customers will still say no, and that is fine.
Can AI write my quote follow-ups?
Yes, as long as a person approves each message and it mentions the real job. With FrugalPod, the Follow-up writer drafts them from your price book and nothing is sent until you approve it. Unchecked, generic messages are easy to spot.