You spent time visiting the customer, measured everything carefully, built a detailed quote and sent it off. Then — silence. No reply, no acceptance, nothing. Sound familiar?
Following up on a quote is one of the most uncomfortable parts of running a service business. You do not want to seem desperate or pushy — but you also cannot afford to just let potential jobs disappear. This guide gives you the exact timing, wording and approach to follow up professionally and get more quotes accepted.
Why Customers Do Not Reply to Quotes
Before you follow up, it helps to understand why customers go quiet. In most cases it is not because they are not interested — it is because life got in the way. Common reasons include:
The Wrong Way to Follow Up
Most contractors either never follow up at all — or follow up too aggressively. Both approaches lose jobs. Here is what not to do:
The Perfect Follow Up Timeline
Send the quote immediately after the visit
Do not wait. Send the quote within 2 hours of leaving the property. The customer is most engaged right after meeting you. A fast quote signals professionalism and reliability.
First follow up — friendly check in
Send a short, warm message checking if they received the quote and if they have any questions. Keep it light — no pressure, no desperation. Simply open the door for a conversation.
Second follow up — add value
If still no reply, follow up again but this time add something useful. Mention that your quote includes a validity period, offer to answer any questions, or note that your schedule is filling up for that month.
Final follow up — close the loop
Send one final message letting them know the quote expires soon and you are happy to discuss if anything has changed. After this, move on — chasing further damages your reputation.
Word-for-Word Follow Up Templates
Copy and adapt these templates for your own business:
"Hi [Name], just wanted to check you received the quote I sent over for [job description]. Happy to answer any questions or talk through anything — just let me know. No rush at all!"
"Hi [Name], just following up on the quote for [job]. I have kept [date] available in my schedule for you. If you have any questions about the price or what is included, I am happy to chat. The quote is valid until [expiry date]."
"Hi [Name], just a quick note to let you know the quote for [job] expires on [date]. If the timing or budget has changed, I am happy to have a chat and see what works. Either way, no pressure — just wanted to keep you in the loop."
