You visit the job, work out the scope and send the quote. Then the next job takes over.
A week later, you cannot remember whether the customer replied, whether someone followed up or whether the quote is still active.
A useful quote follow-up process makes the next action visible. It should help customers make a decision without making them feel pressured.
Check the quote before following up
Before contacting the customer, confirm:
- The quote went to the correct person.
- The scope and price were approved.
- Any validity period or exclusions were clearly stated.
- The customer has not already replied through another channel.
- Any timing you mention reflects your actual availability.
A reminder cannot fix a quote that is unclear or was never received.
Use a simple follow-up sequence
The following is an example starting point, not a rule for every job. Adjust the timing to the job size, urgency and the customer's stated plans.
First follow-up: check receipt
For a routine job, a short check-in after two or three business days may be appropriate.
"Hi [Name], just checking you received our quote for [job]. If you have any questions about the scope, let us know and we can clarify them. Thanks, [Business]."
The purpose is to check delivery and open the conversation.
Second follow-up: ask about the decision
If there is no response, follow up around a week later, unless the customer has requested another timeframe.
"Hi [Name], following up on the quote for [job]. Are you still considering the work, or would you prefer us to check back at a later date?"
This gives the customer a simple way to explain where things stand.
Final follow-up: close the loop
If the customer remains unresponsive, send a final message after an appropriate interval.
"Hi [Name], we'll close off our follow-up for now. If you would like to revisit the quote, please get in touch so we can confirm the scope, pricing and availability."
Do not suggest an expired quote remains available at the same price.
Track more than "sent" or "not sent"
Keep a record of:
- Quote number and customer.
- Date sent.
- Current status.
- Last contact.
- Next action and due date.
- Relevant customer notes.
Useful statuses include Awaiting Response, Questions to Resolve, Follow Up Later, Accepted and Closed.
A status is only useful when someone knows what happens next.
Know when to stop or escalate
Stop scheduled follow-ups when a customer accepts, declines or asks not to be contacted again.
If they ask for changes, assign the request to the person authorised to revise the quote. If they say "check back next month", record that date instead of continuing the original sequence.
Do not use false urgency, invented booking shortages or unapproved discounts.
Delegate the routine, retain the decisions
An admin support person can maintain the tracker, send approved messages and flag customer questions.
The business owner or authorised tradesperson should handle technical advice, revised scope, pricing decisions and commitments about completing the job.
Your first step: Review your outstanding quotes and assign one clear next action to each.