Following Up on Quotes So Work Does Not Slip Away
Sending the quote is not the end of the sale. Customers get busy, compare options, or simply forget. A steady, polite follow-up routine is one of the cheapest ways to win more of the work you have already quoted.
1. Track every quote in one place
You do not need fancy software. A spreadsheet works if you actually use it. If you want reminders and an email history, a free or low-cost CRM (customer relationship management) tool is fine. Plans and prices vary by vendor, so compare a few before choosing. Whichever you use, keep these columns:
- Date quoted and quote number.
- Customer name and contact info.
- Job description and amount.
- Quote expiration date.
- Status: sent, viewed, in discussion, won, lost.
- Next follow-up date and what you will say.
- Win or loss reason (see below).
Sort by "next follow-up date" each morning and work down the list until you reach tomorrow.
2. A simple follow-up schedule
Adjust this to your sales cycle. A quick repair quote needs faster contact than a big project.
- Same day or next day: confirm they received it and offer to answer questions.
- Day 3 to 4: a short check-in with one helpful addition, such as a photo, a reference, or a clearer timeline.
- Day 7 to 10: a call. People answer a voice more than a fifth email.
- Before the quote expires: a reminder of the date and what happens after it.
- About 30 days later: a last note that leaves the door open.
Stop after that. Following up is helpful. Hounding is not. If someone says no or asks you to stop, mark it and respect it. Also keep your messages honest. Do not invent deadlines or fake scarcity.
3. Templates you can copy
Day 1 (email or text):
"Hi [Name], this is [You] from [Business]. I sent over the quote for [job] today. Please let me know if anything needs clarifying or if you want to change the scope. Happy to talk whenever suits you."
Day 4:
"Hi [Name], checking in on the quote for [job]. Here is [photo, reference, or timeline] that may help. Do you have any questions I can answer?"
Day 8 (voicemail script):
"Hi [Name], [You] from [Business]. Calling about your quote for [job]. I will try again later this week, or you can reach me at [number]."
Before expiration:
"Hi [Name], a reminder that the quote for [job] is good through [date]. After that I would need to re-check pricing and availability. Would you like to move ahead, or should I close this out?"
Last note:
"Hi [Name], I will close out this quote for now. If timing or budget changes, reply here and I will pick it back up."
4. Ask, then log, why you won or lost
When a job closes, spend two minutes recording the reason. If you lost, ask the customer politely and briefly: "Was it price, timing, or something else?" Use a short fixed list so you can count it later:
- Price too high.
- Chose a competitor.
- Timing or schedule.
- Project canceled or postponed.
- No response.
- Scope did not match.
Review the list once a month. If most losses say "no response," your follow-up is the problem. If most say "price," look at how you present value or scope options. Use only your own numbers, since nobody else's averages apply to your trade.
5. Small habits that help
- Send the quote quickly, ideally within a day of the visit or request.
- Make it easy to say yes: a clear total, a start date, and a simple way to accept.
- Offer two or three options when it makes sense.
- Put the next follow-up date on your calendar when you hit send.