Following up a quote without being pushy: three email templates

You have sent the quote and are waiting for a reply. Should you email again, call or give the customer time to think? Good follow-up starts with what the customer needs to move forward.

Here is a simple routine and three email templates for quotes the customer has requested or that relate to an ongoing conversation. Adapt the content to your previous discussion and use follow-up to clarify the next step.

Agree on the next contact when you send the quote

Ask during the conversation when the customer plans to decide and who needs to be involved. Suggest a time to check in when you send the quote.

For example: “Would Thursday be a good time to check in, or do you need more time to review the proposal?” This lets the customer influence the timing.

No interval suits every deal. A small order and a larger project may have very different decision processes. If you have not agreed a time, you can suggest an initial check-in after a few working days and adapt subsequent contact to the customer’s response.

Check what you already know

Read your latest exchange before following up. What did the customer want to solve? Is there a timeline? Did you promise additional information? Has the customer already said the decision will take time?

Then choose one clear purpose for the email. It might be clarifying scope, confirming a decision date or asking whether the proposal is still relevant. Stick to that question to make it easier to answer.

Template 1: the first check-in

Use this when the customer has received the quote and you want to address questions.

Subject: Questions about the quote for [project]?

Hi [name],

I am following up on the quote for [project] I sent on [date]. The proposal is based on your goal of [customer’s goal] and covers [brief description].

Is there anything about the scope or approach you would like me to clarify before you decide?

We can also go through it together if that is easier.

Best regards,
[name]

Referring to the customer’s goal makes it clear which conversation you are following up. Check that the description is still accurate and avoid adding several new questions to the same email.

Template 2: when something needs clarification

Use this when you have identified a specific question preventing a decision.

Subject: Information for your decision on [project]

Hi [name],

When we spoke, you mentioned needing clarity on [question]. Here is the clarification: [brief, specific answer].

This means [relevant consequence for scope, responsibility or timeline].

Does that give you what you need for the next step, or is there anything else we should clarify?

Best regards,
[name]

Only include things you have actually discussed. If you change the scope or price, make this clear and reflect it in the correct quote version. Do not leave important changes as a passing comment in an email thread.

Template 3: when you need to know whether to keep the opportunity open

Use this when you have followed up without a reply and need to check whether the need remains.

Subject: Is [project] still relevant?

Hi [name],

I have not received feedback on the proposal for [project] and would like to check how best to proceed.

Is it still relevant, would you like me to get back to you later, or should I close the follow-up for now?

A short reply is enough. If the need arises again in the future, you are welcome to get in touch.

Best regards,
[name]

Respect the answer. If the customer wants to pause, agree on a suitable time. If they decline, close the conversation instead of continuing to send the same question.

Give every open quote a next step

After following up, you need to see the current quote version, latest contact, responsible person and next activity. Also note any questions the customer needs answered.

“Quote sent” shows what has happened. “Call on Tuesday to confirm the start date” shows what you should do. You need both to stay organised when several quotes are open at once.

Review the list regularly. Move dates when a customer asks for more time, and close items that are no longer relevant. Use a separate note for no response so it is not confused with an explicit rejection.

Want to bring together the whole process from first contact? Use our lead management routine.

Make it easy for the customer to reply

Useful follow-up connects to the need, adds relevant information and asks for a clear next step. Start with one of the templates and rewrite it to fit your relationship.

In Customer Connect, you can assign responsibility for an opportunity and plan the next follow-up. Read about organising follow-up.

Want to see how to structure the journey from inquiry to decision? Book a Customer Connect demo.

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