How to follow up on a quote without being pushy
Most quotes don't die from a no. They die from silence on both sides. Here's a five-step follow-up sequence you can copy, with the wording for each message.
In short
Follow up a quote five times over about three weeks: confirm it arrived the same day, call on day 2 or 3, help them decide on day 7, ask whether to keep it open on day 14, then close it off. Give every message a reason other than “just checking in”.
Why follow-up feels pushy (and why it usually isn't)
Most owners hate chasing quotes because it feels like begging. But a buyer who asked for a quote has a problem they want solved. They're busy, unsure or comparing. A useful follow-up helps them decide.
One rule keeps it from feeling pushy: every message needs a reason other than "just checking in". Confirm the quote arrived. Answer a question. Help them decide. Close it off.
The five-step quote follow-up sequence
| Step | When | How | Purpose |
|---|---|---|---|
| 1 | Same day | Text or email | Confirm it arrived |
| 2 | Day 2–3 | Call, then text if no answer | Clear up questions |
| 3 | Day 7 | Email or text | Help them decide |
| 4 | Day 14 | Call or email | Keep it open, change it, or close it |
| 5 | Day 21 or expiry | Close it off cleanly |
Adjust the timing to suit how your buyers decide. Shorten it for urgent jobs, and stretch it for big projects with several decision-makers.
The wording for each step
Copy these and make them sound like you. Swap in the details in brackets.
Step 1: Same day — confirm it arrived
Step 2: Day 2–3 — clear up questions
Call first. If they don't answer, send:
Step 3: Day 7 — help them decide
Step 4: Day 14 — keep it open, change it, or close it
This message gets replies because it gives the buyer an easy way to say no. A clear "not now" is worth more than an open quote you keep worrying about.
Step 5: Expiry — close it off cleanly
Then mark it lost, with a reason if you know one. Because the door is left open without pressure, this last message can bring buyers back months later.
When they say "it's too expensive"
Don't discount straight away. Find out what they're comparing it with. Often the other quote leaves things out, or the buyer can't see what's included in yours.
- Ask: "What are you comparing it with?"
- Check the scope: are both quotes for the same job?
- Offer a choice, such as a smaller scope, a staged start or a standard option, rather than the same job for less.
- If it's genuinely not a fit, let it go politely. Not every buyer is your buyer.
How to keep track without a CRM
A spreadsheet with one row per quote is enough. These are the columns that matter:
- Buyer and job
- Value
- Date sent
- Last contact
- Next step and its date
- Status: open, won, lost or no answer
- Reason lost
Sort by next-step date every morning. Any quote without a next step is one you've stopped working on.
Four rules that make it work
- Every open quote has a next-step date.
- Every message has a reason.
- Log each message the day you send it.
- Stop after the close-off message, and record why the quote was lost.
If quotes still go quiet after a month of this, the problem is probably earlier in the process. Here are the seven most common causes.
Four numbers, seven yes/no questions, two minutes. See what quiet quotes are costing you and what to fix first.
Quotes still going quiet?
I go through up to 20 of your recent enquiries and quotes, map where buyers drop off, and give you a practical 30-day fix plan.
- $1,495 inc GST, fixed fee
- 7–10 business days from kickoff
- Three-leak guarantee: if I can't find at least three clear, fixable leaks, you don't pay
Questions owners ask
How many times should you follow up on a quote?
Four or five messages over two to three weeks works for most service businesses, then close it off. One email and one "just checking in" usually isn't enough. Ten messages is too many.
Is it better to call or text?
Use both. A call is the fastest way to clear up a question, and a text or email gives the buyer something to reply to in their own time. Call first at steps 2 and 4, then follow up in writing.
Should quotes have an expiry date?
Yes. A valid-until date gives the buyer a reason to decide and gives you a clean point to close the quote off. Thirty days is common. Use whatever suits your pricing and supply costs.
What if they never reply at all?
Send the close-off message at step 5 and mark the quote "no answer". If lots of quotes end up there, the problem is usually earlier in the process: the quote itself, the next step, or the kind of enquiries you're quoting.