Following up quotes: when to chase and what to say

Follow up a quote three times: a short check two days after sending it, a second message at seven days with something useful in it, and a last one around 30 days, before the price expires. Each message should give the customer a reason to reply and one easy next step. Stop after that, and close the quote politely so you know where you stand.

When should you follow up a quote?

Two days, seven days and around 30 days after it goes out is a pattern that suits most domestic work. It's soon enough that they still remember you, and spaced enough that it doesn't read as pressure.

A gas engineering firm we spoke to, an owner with his wife on admin and three engineers, already chased quotes at 7 and 30 days. The problem was doing it: the chase lived in someone's head, and it slipped whenever they were out on jobs. "It's more when we're not here, that's the issue," he told us. A schedule only works if something reminds you, so put the dates in your diary, your job software or a spreadsheet the moment the quote goes out.

Commercial and tender work moves slower. A main contractor may not award a package for weeks, so follow up by asking when they expect to decide and diarise that date instead.

What should you say in a quote follow-up?

Say one useful thing and ask one simple question. Don't apologise for chasing, don't repeat the whole quote, and don't discount in the first message: an early discount tells the customer your first price wasn't real.

Hi first name, it's your name from business name. Checking the quote for the job, e.g. bathroom refit at 14 Mill Lane came through OK. Happy to go through any of it on the phone if that's easier. Thanks, your name

Hi first name, following up on the quote for the job. We've had a gap open up and could start on date if that suits. If the budget is the sticking point, I can price a version with cheaper option, e.g. standard tiles instead of large-format, which would bring it to about £ amount. Let me know either way. your name

Hi first name, a quick note that the price on our quote quote number for the job holds until expiry date. After that I'll need to recheck material prices before confirming. If you'd like to go ahead, reply here or use the accept link in the quote and we'll book you in. your name, business name

Hi first name, I haven't heard back about the job, so I'll assume you've gone another way or put it on hold, and I'll close the quote for now. If anything changes, get in touch and I'll update the price. Thanks for considering us. your name

Thanks for letting me know, first name, I appreciate it. If you don't mind me asking, was it the price, the timing or something else? It helps me quote better. All the best with the job. your name

The closing message gets more replies than any other, because it asks for nothing. People who meant to get back to you often do so at this point.

What should every follow-up include?

Every message should work on its own, because the customer may read only that one. Use the checklist before you send.

Make accepting easy. A quote with an accept link or a clear "reply YES to book" line turns a follow-up into a booking without another round of messages. One-click acceptance and deposits covers how to set that up.

Is following up a quote marketing?

Following up a quote the customer asked for is part of handling their enquiry. Sending them promotions later, such as a boiler service offer next spring, is direct marketing, and electronic marketing to individuals has rules under PECR.

In practice: chase the quote, close it, and if you want to market to them later, add an opt-out line ("Reply STOP if you'd rather not hear from us") to every message.

How long should a quote price be valid?

Set a validity period on the quote itself; 30 days is common for domestic work, shorter when material prices are moving fast. Building materials prices rose 6.0% in the year to June 2026 on the government's all-work index, with some items, such as structural steel, up far more. A quote that holds its price forever is a risk you carry for the customer.

When the price expires, recheck the materials before you reconfirm. See spotting supplier price rises for how to catch changes, and the quote template for where the validity line goes.

Track what happens to every quote

Keep a list of every quote you send with its value, date sent, follow-up dates and outcome. After three months you'll know your win rate, how many quotes go quiet and which kinds of job you lose on price. A sole trader we spoke to won about one in four quotes; knowing that number is what tells you whether chasing harder or quoting differently is the fix. Quote win rate shows how to read it.

Common questions