How to follow up on a quote without being pushy (email and text templates)

You visit the job, measure up, write a careful quote and send it. Then… nothing.

Most quotes don't die from a "no". They die from silence. The customer got busy, compared a few prices, forgot, or had one question they never asked. Whoever followed up politely and at the right time often gets the job, even if they weren't the cheapest.

Following up isn't pushy. Not following up is how good work gets lost. Here's how to do it well.

Why customers go quiet after a quote

It's rarely about you. The usual reasons:

• They're busy. The quote is in their inbox under forty other emails.
• They're comparing. They asked three businesses and are waiting for the others.
• They have a question about price, timing or scope, and haven't got round to asking.
• They need someone else's sign-off: a partner, a landlord, a manager.
• The timing changed. The project is still happening, just not this month.

A good follow-up makes it easy to reply to any of these.

A simple follow-up schedule

There's no universal rule, but this works for most service businesses:

When	What
Same day	Send the quote with a short, clear summary (not just an attachment)
2–3 days later	A friendly check-in: did it arrive, any questions?
About a week later	A helpful nudge with something useful: availability, an option, an answer
About two weeks later	A polite close-the-loop message

For urgent jobs (a broken boiler, a leaking roof), shorten the gaps. For big projects with long decision times (renovations, websites, events), stretch them.

Stop the moment they reply. Nothing feels more automated than a "just following up" email after someone has already answered.

Email templates

Swap the details in brackets for your own. Keep them short.

Email 1: Sending the quote (same day)

Subject: Your quote for [job] — [Business name]

Hi [Name],

Thanks for having me out today. Your quote for [job] is attached.

In short: [one line on what's included], [price], and we can start [timeframe].

If anything's unclear or you'd like a different option, just reply here.

[Your name]

The summary matters. Many people won't open an attachment until they're ready to decide.

Email 2: Friendly check-in (2–3 days)

Subject: Re: Your quote for [job]

Hi [Name],

Just checking the quote came through okay. Happy to answer any questions or walk through the options on a quick call.

[Your name]

Email 3: Helpful nudge (about a week)

Give a reason to reply that isn't "are you ready yet?":

Subject: [Job] — availability update

Hi [Name],

We've got an opening on [dates] if you'd like to get [job] done before [season/event/deadline]. If budget's a concern, we could also [alternative: phase the work / different material / smaller scope].

Let me know either way.

[Your name]

Email 4: Close the loop (about two weeks)

Subject: Should I close this one off?

Hi [Name],

I haven't heard back, so I'll assume the timing isn't right and close off your quote for now. No problem at all.

If you'd still like to go ahead, or want me to update it, just reply and I'll pick it straight back up.

[Your name]

This one often gets the most replies, because it gives people permission to say "not now" or "yes, sorry, still want it".

Text message templates

For many trades, a text gets read faster than an email. Keep it to a line or two and send it from your business number.

Check-in:

Hi [Name], it's [Your name] from [Business]. Just checking the quote for [job] came through okay. Any questions, just reply here.

Nudge:

Hi [Name], we've had a slot open up on [day] for [job] if you'd like it. Happy to hold it for 24 hours.

Close the loop:

Hi [Name], no worries if the timing's not right. I'll close off your quote for now. Just message if you'd like to go ahead later.

Texting rules differ by country, and in the US business texting generally needs registering through your provider. Keep follow-ups about the quote they asked for, and don't add people to promotional messages without consent.

What to say when they push back

"It's more than we expected." Ask what they were hoping for, then offer options rather than a discount: a smaller scope, phased work or different materials. Explain what's included that cheaper quotes might not.

"We're getting other quotes." That's normal. Offer to explain anything to help them compare like for like.

"We went with someone else." Thank them, and ask (once) what tipped the decision. The answer is useful. Then ask if you can stay in touch for future work.

Make it automatic

The biggest problem with quote follow-up isn't knowing what to say. It's remembering to say it while running jobs. That's why most quotes never get a second message.

A simple quote follow-up system fixes that:

• When you send a quote, the follow-up sequence starts automatically.
• Emails or texts go out on schedule, from your business.
• The sequence stops the moment the customer replies or accepts.
• You get a reminder to call for high-value quotes.

Many CRMs and field-service tools can do this, or it can be built to connect with what you already use. It's one of the most useful automations a service business can set up, and it's at the heart of keeping customers and following up for home service businesses and professional services firms. If calls are slipping through before you even get to the quote, start with missed-call text-back.

Frequently asked questions

How many times should you follow up on a quote?

Three or four times over about two weeks works for most service businesses: a check-in after a few days, a helpful nudge around a week, and a polite close-the-loop message. Stop as soon as they reply.

How long should I wait to follow up on a quote?

Two to three days is a good first follow-up for most jobs. Go sooner for urgent work and later for large projects where people need time to decide.

Is it okay to follow up on a quote by text?

For many service businesses, yes. Texts are often read faster than emails. Send them from your business number, keep them short and about the quote they requested, and follow your country's texting rules.

What should I do if they don't reply at all?

Send a final close-the-loop message, then stop. Make a note to check in when their timing might suit, for example before the next season, if it's appropriate for your business.