Quote Follow-Up Email Examples to Help You Seal the Deal [With Templates]
You’ve taken the time to build and send the perfect job quote to a prospect, and then…crickets.
If you’re lucky, your prospect will respond to your first quotation email, but sometimes, they need a little reminder or nudge to move forward.
We’ve built a quote follow-up email sequence to maximize your chances of closing more business. Below are five follow-up quote email templates that you can use as inspiration when trying to get a response.
5 quote follow-up email templates to close more deals:
Once you’ve created and sent your quote, how long should you wait to send a follow-up? Our general recommendation for the first follow-up after the quote is two days, and then again at six days if you haven’t gotten a response.
Use one of the first four quote follow-up email templates below to help you in this initial outreach process. Then, use email template number five as a last attempt to connect.
Read more: How to follow up on a quote (and why you should do it)
1. A simple thank you
The idea behind the first quote follow-up email template is to stay on your customer’s mind. Whether you met the potential client on-site for an assessment or chatted on the phone, a follow-up thanking them for their time makes you look professional and considerate.
If you have yet to hear back, this first follow-up attempt should be made about two days after you send your initial quote.
Email subject line: Thanks again for your time, [prospect name]
Hi [prospect name],
It’s been a couple of days since we sent the quote.
We just wanted to once again [assuming you thanked them in the first email with the quote attached] thank you for the great talk and your time the other day, and check in to see if you’ve had a chance to look at the quote we sent you.
If you have any questions, please don’t hesitate to ask.
Best,
[Your name]
[Additional information: company name, phone number, and email address]
Pro tip: Aim to send a quote follow-up between 6:00 and 10:00 a.m. Several studies have shown that most people check email in the mornings.
2. Explain the quote
If you want to go a little deeper than a simple thank you, explain more complicated parts of the quote to answer any questions your prospective client might have.
An excellent place to start may be to mention something you spoke about with the client. This attention to detail makes the follow-up email feel more personal while still being helpful.
Email subject line: Your [insert project type, i.e., landscaping, lawn care, etc.] project
Hi [prospect name],
Thanks again for coming to us for your [project type, i.e., landscaping, plumbing, HVAC, etc.] assessment.
Just wanted to follow up on the quote we sent you a couple of days ago.
As discussed [insert: “on the phone” or “on-site”], the [mention something specific you discussed, i.e., plumbing rough-ins will include water lines for the four bathroom fixtures, plus floor resurfacing and tiling, which our trusted tiling subcontractor will complete.]
We are very excited to start this project with you. If you have any further questions, feel free to call me directly at [phone number]. I’d be happy to help.
Cheers,
[Your name]
[Company name, phone number, and email address]
Learn from the pros
Zach Jurkowski of MLT Contractors shares how following up on a quote can open the chance for discussion and see if there are any friction points you need to address:
3. Restate your value
This email template can be used to showcase any extra value you can provide, including your excellent customer service.
It could be the perfect opportunity to show off what you can deliver if you’ve just completed a similar project.
Email subject line: [Customer name], do you have any questions?
Hi [customer name],
It was nice chatting with you the other day about your [project type, i.e., front lawn landscaping] project.
We wanted to ask if you’ve had a chance to look at the quote.
We also wanted to let you know we just finished [mention project you just completed and how it helped the client, i.e., a curb appeal project that increased property value by a certain amount].
Attached are some before and after photos so you can check out our work.
Would it make sense for us to start working on your yard?
We can complete the project within the next two weeks.
Please let us know.
Regards,
[Your name]
[Company name, phone number, and email address]
4. Personalized follow-up
A personalized follow-up is a great way to build a connection or break the ice with an undecided customer.
It shows customers compassion beyond a simple business transaction, which builds trust and loyalty. Plus, it demonstrates your attention to detail.
Email subject line: Quick question about your [insert project type]
Hi [customer name],
[Ask a question about something specific to the customer, i.e., How did your son’s soccer game on Monday go? Or refer to something the client said when you spoke to them: maybe they mentioned they have a tight deadline].
Just wanted to follow up on the quote we sent you a few days ago.
We are very excited to start this project. If you are happy with the quote, please click this link [link to quote] to sign and approve it.
And if you have any questions, feel free to reply to this email or call me directly at [phone number].
I’m always available to help.
Cheers,
[Your name]
[Company name, phone number, and email address]
5. The final follow up
For your small business to grow, leads can’t remain leads forever. It might be time to walk away if you haven’t heard back from a client after several email attempts. But not before you send off one final attempt—usually a week after you send the quote.
Infusing a sense of urgency in your email copy (highlighting you’re booking up quickly!) may be that final nudge to increase your response rate.
Email subject line: Checking in on quote one more time
Hi [customer name],
We know life gets busy, but we just wanted to send one final email to check in and see if you’d like to move ahead with the [project type, i.e., HVAC, plumbing, etc.] project.
Optional: Our team is nearly fully booked for the [add a time frame to create a sense of urgency, i.e., rest of month, year, etc.], so please let us know by [day and date] so we can add you to the schedule.
As mentioned previously, if you have any questions, feel free to contact me directly at [phone number].
Keep well,
[Your name]
[Company name, phone number, and email address]
Maybe the client went with someone else, or perhaps they just got busy, and it’s not the right time. If that’s the case, with you putting in the effort to follow up, you should be at the top of their minds if they decide to move forward with the project in the future.
Tips for following up on quotes
Now that you’ve got some templates to work with, here are some other general tips and best practices for follow-up quote emails.
1. Keep emails short and to the point
When writing follow-up emails, your prospect just needs the main details, not your life story.
Start with a short and clear email subject line to catch their attention and get them to open the email. From there:
- Break paragraphs up into multiple lines so it’s easy for customers to skim.
- Aim to keep emails under 150 words.
- Include personalized elements like the client name, the project details, or a specific point you discussed previously.
- Keep it professional and proofread for grammar and typos.
- Make it easy for them to follow up with you—include contact details in your signature line.
2. Automate your quote follow-up process
If you’re managing multiple quotes at once, keeping track of all the follow-ups you need to do can be a ton of work. The best way to follow up on your quotes is to automate your process where you can.
Using quoting software like Jobber, you can build a schedule for when you want your email follow-ups to go out. You can set the number of days between follow-ups and have the option of one or two follow-up attempts.
Pro tip: Schedule follow-up emails during business hours to show courtesy and respect for your customers’ time.
If you don’t want to automate your email sends, or you want to add another follow-up touchpoint (like a phone call between follow-up emails), use quote reminders in Jobber.
If a quote hasn’t been accepted, these reminders will appear on your calendar. You can also set the number of days that Jobber should wait before reminding you.
3. Use pre-canned email templates
If you don’t want to write your own follow-up quote emails, quoting software like Jobber builds the templates for you.
You can personalize the emails to the client and job and even use Jobber’s AI Rewrite feature to change the tone of your emails, i.e., make them more casual or cheerful.
Putting in the effort to follow up will pay off
Follow-up emails might seem like an extra step in the quoting process, but they show your prospects you’re dedicated, professional, and attentive and help you close more deals.
Take it from service pro Daniel Holliday of ClimbingArborist.com and Grizzly Tree Experts:
“I hate doing follow-ups for quotes and invoices because it makes me feel awkward, [but] Jobber automates all of that. It actually increases how many people accept your quotes if you follow up with them. But I don’t feel awkward about it because I’m not doing it personally.”
If you’re concerned about the extra workload email follow-ups might require, consider investing in quote follow-up software to lighten the load and make follow-ups a breeze.
Originally published April 2019. Last updated May 15, 2024.