Follow up a quote to check it arrived, answer a question and find out what the customer wants to do next. Refer to the job, ask one clear question and use the timetable they have given you. A useful message helps them decide without putting them under pressure.

There is no contact schedule that guarantees a reply or wins the work. A quote for an urgent repair and a quote for next year’s extension need different handling.

Agree when to get back in touch

Before sending the quote, ask when the customer expects to decide and whether they prefer a call, text or email. If they are waiting for another person or a survey, note that rather than chasing before they can answer.

For a job without a decision date, you might check delivery after a couple of working days, then leave time before asking about the next step. This is a practical suggestion, not an industry benchmark. Slow down or stop when the customer asks you to.

Check delivery before asking for a decision

A wrong address or a large attachment can leave the customer unaware that a quote has been sent. Confirm the destination and send the document again if needed.

Template: checking the quote arrived

Hi [name], I sent quote [reference] for [work] on [date]. Did it come through? Let me know if you would like me to explain anything in the quote. Thanks, [your name].

Change every bracketed field before sending. Keep the language close to how you normally speak. A quote-viewed status can help you check delivery, but opening a link is not the same as accepting the price or agreeing to the work.

Ask what needs explaining

If the customer has the quote, ask about the scope, timing or payment stages. Do not interpret silence as an objection to the price.

Template: asking about the next step

Hi [name], have you had a chance to look through quote [reference]? If the work, start date or payment stages need explaining, I’m happy to talk them through. Please let me know whether you would like to go ahead. Thanks, [your name].

If they mention another quote, check that the work and specification are comparable. Discuss an optional item or a different product where appropriate. Do not promise to match a price without understanding what it covers.

Change the scope before changing the price

A smaller budget may mean the customer wants a smaller job. Separate essential work from optional work and explain the consequences of changing materials, access or timing.

If you revise the offer, issue a clearly identified new version and say which earlier quote it replaces. Keep the old version and the discussion. You need to know which scope and total were accepted, particularly if the job later changes again.

Use the quote checklist to check whether an unanswered question should have been addressed in the original document.

Be honest about dates and expiry

Only mention limited availability when it is real. Say whether a slot is held, provisionally available or already booked. Do not create a false deadline to hurry the customer.

Before the validity period ends, explain that you may need to check prices and availability again if they decide later. Expiry should mean what the quote says, not become a fresh pressure message every week.

Template: closing an unanswered quote

Hi [name], quote [reference] expires on [date]. If you would like to proceed, please get in touch before then. If your plans have changed, no problem. I can check the price and availability again if you return to the job later. Thanks, [your name].

Keep the follow-up record short

Record when you last contacted the customer, their reply and any date they asked you to use. Review open quotes regularly so old offers do not compete with work that genuinely needs attention.

If they decline, record the decision and stop chasing. If they do not reply after a reasonable closing message, leave the offer inactive rather than contacting them through several channels. An unanswered quote is not an unpaid invoice.

TradePilot keeps quotes and next actions visible. Public-link view tracking needs a connection. You choose the follow-up and send it yourself; TradePilot does not contact customers automatically.

Written by Chris, founder of TradePilot. Last reviewed 16 September 2026. This is a practical routine, not a legal requirement or a promise of winning work. Messages are editable templates with fictional placeholders.