Send a Quote Follow-Up Email That Gets a Reply
You sent the quote. Then nothing. No yes, no no, no questions. Just quiet.
That quiet is normal, and it usually does not mean no. Most people are busy, got pulled away, or are waiting for a nudge. A good quote follow up email is that nudge. Below are three you can copy today, timed for day 3, day 7, and day 14 after the quote went out.
Why most quote follow-ups fail
The same three problems show up again and again.
First, they say nothing. "Just checking in" and "just circling back" give the person no reason to answer. They have to invent a reply from scratch, so they put it off.
Second, they ask a big question. "Are you ready to move forward?" is a lot to answer from a phone between meetings. A small question gets a reply. A big one gets ignored.
Third, they guilt the reader. "I haven't heard from you" sounds like a complaint. Nobody likes that, and nobody answers it warmly.
A follow-up that works is short, says something useful, and makes replying easy. One question, one sentence to answer it.
Use this DIY schedule: day 3, day 7, day 14
This is a simple schedule for owners who chase quotes by hand. It is not a law. Change the days to fit your job. A rush repair might need day 1 and day 3. A big remodel might want a longer gap.
The idea is to space the emails out, make each one different, and stop after three. Count the days from when the quote went out. (If you later set up an AI assistant for follow-ups, it does not have to use this fixed schedule. This list is for DIY.)
Copy the day 3 quote follow up email template
The first email is light. You are checking that the quote arrived and offering to answer questions.
Subject: Quick question on your [job/project] quote
Hi [first name],
I sent over the quote for [job/project] on [date]. I wanted to make sure it reached you and that the numbers make sense.
If anything is unclear, or you want to change the scope, tell me and I will update it today.
Thanks,
[Your name]
Why it works: it gives a real reason to write (did it arrive?), and it offers help instead of pressure. The reader can answer with one line.
Copy the day 7 estimate follow up email template
By day seven, the quote has been sitting for a week. People often stall because something specific is bothering them, such as price, timing, or a question they forgot to ask. Name those out loud so it is easy to say which one it is.
Subject: Anything holding up the [job/project] quote?
Hi [first name],
Following up on the [amount] quote for [job/project].
When people go quiet, it is often the price, the timing, or a question they have not asked yet. If it is any of those, tell me which and I will see what I can do.
If you have gone another direction, that is fine too. A quick "no thanks" helps me plan my schedule.
[Your name]
Why it works: it makes a quiet "no" easy to give. People often reply to this one when they ignored the first. Giving them permission to decline removes the awkwardness that keeps them silent.
Copy the day 14 quote follow up email example
The last email closes the loop. It is polite, it is clear, and it leaves the door open.
Subject: Closing out your [job/project] quote
Hi [first name],
I am going to close out the quote for [job/project] on my end so it does not sit open. The [amount] price is good through [date].
If you still want to go ahead, reply with "yes" and I will get you on the schedule. If the timing changed, tell me when to check back and I will.
Either way, thanks for considering us.
[Your name]
Why it works: it has a clear end point, and a date gives a gentle reason to act without a hard sell. Only add a date you can honor. If your price is not really time-limited, leave that sentence out.
Write subject lines that get opened
The subject line decides whether the email is read at all. A few rules I use:
- Name the job. "Your [job/project] quote" beats "Following up" every time.
- Keep it short enough to read on a phone, under about 50 characters.
- Ask a small question or state a plain fact. Skip tricks, caps, and fake urgency.
- Use the same thread when you can. Replying to your original quote email keeps the history attached, and the person can see the numbers without hunting.
Know what to do if they reply or book
If they reply with a question, answer it the same day if you can, and keep it short. End with one next step, such as "Want me to put you on the calendar for [date]?"
If they say yes, confirm in writing: what is included, the price, and the start date. Then stop sending follow-ups. Nothing is more annoying than a reminder after the person has already said yes. Once the job is booked, a short appointment reminder email a day or two before helps them keep the date.
If they say no, thank them and leave it there. A friendly reply sometimes brings a referral or a job next year.
If they never answer after day 14, let it go. Three emails is enough. You can check in again in a few months with something new, like an opening in your schedule.
Fill in the brackets before you send
The templates only work if they sound like you. Read each one out loud before sending. If a line sounds stiff, change it to how you would say it across a counter.
Always fill in the real job, the real amount, and the real date. A follow-up with a leftover [bracket] in it does more harm than no follow-up.
These templates are free to copy. Paste them into a notes file, and you can have a day 3 email out in two minutes.
If you work in Gmail, you can save these as templates and schedule each one ahead of time. Here is how to automate follow-up emails in Gmail.
Get straight answers before you book
How soon should I send a quote follow up email?
Day 3 is a good starting point for most jobs, since it gives the person time to read the quote without letting it go cold. For urgent work, a day or two is fine.
How many follow-ups are too many?
Three is plenty for one quote. After the third with no answer, stop and check back later only if you have something new to share.
Should I follow up by email or by phone?
Email is easier to ignore but also easier to answer when it suits them, so it is a good first move. If the job is large, a short phone call on day 7 can work well alongside the email.
Is it pushy to follow up on a quote?
Not if it is short and useful. Most people expect it, and many are glad for the reminder because the quote slipped their mind.
Stop writing these by hand every time
If writing quote follow-ups, and the other routine email and follow-ups, is the real problem, that is the work I take on. I set up an AI assistant that drafts them for you. You read each one and approve it, and nothing goes out without your OK. Take a look at how I set up quote and estimate follow-ups (or how it works as an AI assistant for contractors), or book a 20-minute walkthrough (opens in a new tab).
Or email me: [email protected]