Sending a professional quote to a prospective client is only half the battle. Often, clients review multiple bids or get distracted by daily operations, causing your quotation to sit unanswered. If you don't follow up, you are leaving money on the table.
Following up professionally shows you are organized, proactive, and values the client's project. This guide covers how to write follow-up messages and provides copy-and-paste templates to win over prospects.
Key Takeaways
- Following up increases quote acceptance rates by keeping you top-of-mind.
- Space out your follow-ups: wait 2–3 days for the first check-in, then 5–7 days for the second.
- Offer value or ask clarifying questions instead of just asking for a status.
- Send professional billing documents easily with FreeInvoiceOnline.com.
1. Timing Your Follow-Ups
- Follow-Up 1 (2–3 Days After Sending): A gentle check-in to confirm receipt of the quote and ask if they have any initial questions.
- Follow-Up 2 (1 Week After Follow-Up 1): Focus on adding value or offering a brief call to discuss adjustments to the scope.
- Follow-Up 3 (Before Expiration): A final notice letting them know the quoted pricing will expire soon and asking if they want to lock it in.
2. Copy-and-Paste Follow-Up Templates
Template 1: The Gentle Receipt Check (Send after 2–3 days)
Subject: Checking in on [Project Name] quote
Hi [Client Name],
I hope you're having a great week.
I'm checking in to ensure you received the quote I sent on [Date] for the [Project Name].
Do you have any questions about the proposed scope of work or pricing? I'd be happy to hop on a quick call to walk through it.
Best regards,
[Your Name]
Template 2: The Value-Add Follow-Up (Send after 7 days)
Subject: Re: [Project Name] proposal discussion
Hi [Client Name],
I was thinking about your goals for [Project Name] and wanted to share this brief case study of a similar project we completed recently [Link].
I'd love to help you achieve similar results. If you need any adjustments to the scope of our quote to fit your budget better, let me know!
Best,
[Your Name]
Template 3: The Quote Expiration Notice (Send 2 days before expiration)
Subject: Action Required: Quote for [Project Name] expires soon
Hi [Client Name],
I'm reaching out because the quote for [Project Name] is set to expire on [Expiration Date].
If you'd like to lock in this pricing and secure a spot in our project schedule for next month, please sign and return the quote by [Date].
Let me know if you have any questions before we proceed!
Best,
[Your Name]
Using these structured follow-ups keeps communication professional without feeling pushy. Once your quote is signed and the project wraps up, you can generate a free invoice template from FreeInvoiceOnline.com to make sure you get paid promptly.
