Many quotes go unanswered not because the customer said no, but because your quote landed in a busy week. A polite follow-up is part of good service. It shows you're organized and interested in the work.
When to follow up
- 2–4 business days after sending: a quick check that it arrived and that the customer has what they need.
- About two weeks later, or shortly before the validity date: a light nudge that mentions the validity window.
- After that: one final, friendly close-out message.
Follow-up email #1: "Did it arrive?"
Subject: Quote [number] for [project name]
Hi [name], just making sure the quote for [project name] came through. Happy to walk through it or answer any questions. A quick call works too.
[Your name], [Business name]
Follow-up email #2: "Still good?"
Subject: Still good on your end? Quote [number]
Hi [name], checking in on the quote I sent on [date] for [project name]. Is it still a good fit, or has anything changed that I should know about?
Heads up: the quote is valid through [date]. Happy to refresh the numbers if your timing has shifted.
[Your name], [Business name]
Follow-up email #3: friendly close-out
Subject: Closing out quote [number]
Hi [name], I haven't heard back on [project name], so I'll assume the timing isn't right and close this quote out on my side. If anything changes, reply here and I'll put together an updated quote.
[Your name], [Business name]
What makes a follow-up work
- Reference the quote number and project, so the customer can find it instantly.
- Ask a real question: "has anything changed?" invites an honest answer, even a no.
- Mention the validity date as information, not pressure.
- Offer an easy next step: a call, a phased option, or a revised scope.
- Keep it under 80 words.
Make following up part of the process
The easiest way to stop quotes slipping through the cracks is to treat the follow-up as a standard step: note the send date and validity date when you send each quote, and follow up on schedule. A clear quote with a stated validity window makes the follow-up natural. Start with how to write the quote.
Frequently asked questions
How soon should I follow up on a quote?
A quick check that the quote arrived, two to four business days after sending, is reasonable. A second follow-up around two weeks later, or shortly before the validity date, often gets a response.
How many times should I follow up?
Two or three polite follow-ups is usually enough. After that, close it out in your records and leave the door open.
Should I offer a discount when following up?
Not by default. Ask whether anything has changed first. If price is the issue, consider adjusting scope or offering options rather than simply cutting the price.
This guide is general business information, not legal, tax or financial advice. Have a qualified professional review contract terms for your business and location.