How to Follow Up a Quote Without Being Pushy (With Templates)

You've been round, measured up and sent the quote. Then nothing. It's tempting to assume they've gone with someone else, but often they haven't decided yet. They're busy, waiting on another quote, or they've simply forgotten.

A short, polite follow-up is one of the easiest ways to win more work, and most trades don't do it. Here's when to send one, what to say and when to stop.

Why following up works

Customers rarely say no to a quote. They just go quiet. That silence can mean:

• They haven't had time to read it properly.
• They're waiting for other quotes to come in.
• They have a question but don't want to seem awkward.
• They need to check with a partner or landlord.
• They've forgotten, because life got in the way.

Only one of those is "I've gone elsewhere". A follow-up sorts the rest out, and it shows you're organised, which is exactly what people want from someone they're letting into their home.

When to follow up

A simple rhythm that suits most trade jobs:

1. Same day: a quick "here's your quote" message, so it doesn't get lost in their inbox.
2. Day 2 or 3: a friendly check-in.
3. About a week later: a last, no-pressure message.

For urgent work like a leak, a fault or storm damage, shorten that to hours, not days. For big jobs like an extension or a full rewire, you can space it out more.

After the third message, stop. If they want you, they know where you are.

Templates you can copy

Change the names and details to suit you. Keep them short. People read messages on their phone between other things.

1. Sending the quote (same day)

WhatsApp or text:

Hi Sarah, it's Dan from DP Plumbing. Your quote for the new bathroom is in your email now. Any questions, just reply here. Thanks.

2. First follow-up (day 2 or 3)

WhatsApp or text:

Hi Sarah, just checking the bathroom quote came through OK. Happy to go over anything or tweak it if needed. No rush.

Email:

Subject: Your bathroom quote

Hi Sarah,

Just checking you got the quote I sent on Tuesday for the bathroom. If anything's unclear, or you'd like a different option (for example a cheaper shower tray), let me know and I'll update it.

Thanks,
Dan
DP Plumbing · 07700 900000

3. Answering the question they haven't asked

Use this when you suspect price or timing is the worry.

Hi Sarah, just in case it helps: I can start the week of the 12th, and the quote includes taking away all the old fittings. Any questions, just ask.

4. Last message (about a week later)

Hi Sarah, I'll not keep chasing. If you'd still like to go ahead, or want to in the new year, just reply here and I'll sort it. Thanks for having me round.

That last line matters. It's polite, it leaves the door open and people often reply to it precisely because it takes the pressure off.

5. If they say they've gone elsewhere

No problem at all, thanks for letting me know. If you ever need anything else, I'm around.

Short and friendly. You'd be surprised how many of those customers come back for the next job.

What not to do

• Don't send a wall of text. Three or four lines is plenty.
• Don't guilt them. "I've been waiting to hear back" puts people off.
• Don't invent a deadline. If your price really does change, say so and say when. Otherwise don't create fake urgency.
• Don't keep going forever. Three messages, then stop.
• Don't add them to a marketing list without permission. Following up a quote they asked for is fine. Sending them unrelated offers later is direct marketing, and in the UK that has rules. The ICO explains them here: ICO: electronic mail marketing.

WhatsApp, text or email?

Use whatever the customer used to contact you. If they rang, a WhatsApp or text is usually best. If they emailed through your website, send the quote by email and follow up with a short message as well, because emails get buried.

WhatsApp works well for follow-ups because people see it quickly and it's easy to reply with a thumbs up or a quick question. Just make sure you're using a business account, so your business name and details are clear.

Keeping track without a CRM

You don't need fancy software to start. A note on your phone or a simple spreadsheet with four columns works:

Check it every morning before you head out.

The problem is the busy weeks, which is exactly when follow-ups slip and work goes to someone else.

Making it automatic

If you'd rather not keep track by hand, automation can do it for you. Our Speed to Lead service sends a personal WhatsApp reply to every new enquiry in under 60 seconds, then follows up on day 1, 2 and 5 until they book, so nothing slips through on a busy week. It's set up for you on a 15-minute call, and it's £99 + VAT a month with no contract ( pricing). If it doesn't win you an extra job in your first 60 days, you don't pay until it lands.

The short version

• Most quiet customers haven't said no. They've just not got round to it.
• Follow up on the same day, on day 2 or 3, and about a week later. Then stop.
• Keep messages short, friendly and easy to reply to.
• Always give them an easy out. It makes people more likely to reply, not less.

Any questions, WhatsApp me on 07856 813672. No worries if not.