Guide
When and how to follow up a quote
The short answer. Follow up on a quote on a schedule you decide in advance: confirm receipt within two days, send a useful second note at about a week, ask a clear decision question at about two weeks, and close the loop around three weeks. Each message should add something, give the customer an easy reply, and be reviewed by a person before it goes. Templates are below.
Last reviewed: 2 October 2026. The timings are starting points drawn from common practice, not measured results. Adjust them to the size of the job and how your customers buy.
Why unanswered quotes stall
A quote with no reply is neither won nor lost. It sits in someone's sent folder with no owner and no date. There are usually ordinary reasons: the customer is comparing, waiting on a budget, away, or unsure what happens next. A good follow-up is not pressure. It is help with the next step.
A fictional picture shows the scale. Suppose a firm has 14 open quotes with a combined value of $52,000. Nobody knows which are live. Even if only a few of them are still open to a conversation, that is real money sitting without an owner, and the cost of a short message is small.
Method: a four-touch schedule
| Touch | When | Purpose | What to include |
|---|---|---|---|
| 1. Confirm | Day 0 to 2 | Check it arrived and was understood | Summary of scope and price, how long the quote is valid, who to call |
| 2. Add value | Day 5 to 7 | Give a reason to reply | An answer to a likely question, a photo, or a start date you can offer |
| 3. Ask | Day 12 to 14 | Get a decision or a reason | A single question: go ahead, change something, or not now |
| 4. Close | Day 21 | End politely | Say the quote will be closed, and how to reopen it |
For larger commercial bids the cycle is longer. Ask at the start what the decision process is, and set your touches to match it.
Rules that keep it from feeling like nagging
- Every message adds something. New information, an option, a date, an answer.
- One question per message. "Which start date suits you?" is easier to answer than a paragraph.
- Use the channel the customer used. If they wrote by email, reply by email. If they text, text.
- Name a date. Quotes have a validity period, and crews have booked weeks.
- Make "no" easy to say. A quick "not this time" lets you take the job off your list.
- Check your price first. Before you offer a discount, check the margin. The job costing guide shows how.
Templates
Touch 1: confirm (day 0 to 2)
Subject: Your quote for [job]
Hi [name], thanks for the chance to quote for [job]. I want to check that the quote reached you and covers what you expected: [one-line scope] for $[price], valid until [date]. If you have any questions, reply here or call me on [number].
Touch 2: add value (day 5 to 7)
Subject: A thought on [job]
Hi [name], following up on the quote for [job]. One thing that might help: [useful detail, such as a start date we could offer, or an answer to a question that often comes up]. If it would be easier to talk it through, I am available [day/time].
Touch 3: ask (day 12 to 14)
Subject: Quick question about [job]
Hi [name], I do not want to chase, so a simple question: would you like to go ahead, change anything in the quote, or leave it for now? Any of those is fine, and it helps me plan crew time.
Touch 4: close (day 21)
Subject: Closing your quote for [job]
Hi [name], I will close the quote for [job] on [date] so it does not sit open. If your plans change, reply here and I will reopen it, though the price may need a quick check.
Quote follow-up checklist
- Every quote has an owner and a follow-up date at the time it is sent
- Validity date is stated on the quote
- Each follow-up adds something new
- A person reviews the wording before it goes out
- The customer's preferred channel is recorded
- Won, lost and not-now outcomes are recorded with a reason
- Price changes are checked against margin before they are offered
- Closed quotes are reviewed monthly for patterns
How this looks in Lode
In the Cedar walkthrough, which uses sample data, the daily "Today" view shows three quote chases drafted and linked to their files, waiting for approval. That is how Lode is designed to work: prepare the follow-up with the quote attached, and let a person decide whether it goes. Nothing is sent without approval. The public site makes no claim about response rates. See how this applies to electrical contractors and plumbing firms, read the overview of AI for service businesses, or talk to us about your workflow.
Questions
How soon should I follow up after sending a quote?
Confirm receipt within two days, then work through the schedule above. The right gaps depend on the size of the job.
How many times is too many?
Four well-spaced messages that each add something is a reasonable ceiling for most service quotes. After that, close the quote and let the customer reopen it.
Should I follow up by phone or email?
Use the channel the customer used first. For a larger job, a short call after the second touch can be worth it.
What if the customer says my price is too high?
Ask what they are comparing it against, and check your margin before moving. Reducing scope can protect margin better than reducing price.
Can AI send follow-ups for me?
It can prepare them. The safe pattern is that a person reviews and approves each message before it is sent.