15 quote follow-up messages for tradespeople
Copy, paste, send. Templates for the day-three nudge, the stalled client, the polite final ask, and everything in between - written so you sound like a professional, not a chaser.
Most quotes that lose the job do not lose on price. They lose on silence. The client got busy, the email slipped, and the next builder followed up first. A short, well-timed message is the difference between hearing back and being ghosted.
The 15 templates below cover every realistic scenario after you send a quote - from the first gentle nudge through to the door-opener after you have lost the work. Each one is short on purpose: a follow-up that reads like a sales pitch gets binned, but a one-liner that sounds like a person checking in gets a reply.
Pair these with a quote tool that tells you when the client opened the link and you can stop guessing. If they read the quote two days ago and have not replied, send template #2 today, not next week.
The early nudges (days 1 to 7)
These are the friendliest follow-ups in the set. The client has either just received the quote or is still in the window where it is reasonable to assume they have not got round to replying yet. Keep the tone neutral - you are checking, not pressing.
- 1. Day 1 (confirmation): "Hi [name], just confirming I have sent your quote across - landed in your inbox just now. Any questions, give me a shout. - [your name]"
- 2. Day 3 (gentle check-in): "Hi [name], just checking the quote came through OK. Happy to walk you through any part of it if it helps. No rush - let me know either way. - [your name]"
- 3. Day 7 (still nothing): "Hi [name], I know quotes can get buried - wanted to make sure mine reached you and was clear. Anything you want me to clarify on the price or the scope?"
- 4. Day 10 (still warm): "Hi [name], just wanted to keep my offer in front of you. Materials prices are stable for now but worth flagging that the quote is valid for 30 days. Let me know if you want to lock it in."
The stalled-client replies (when they have responded but not committed)
Different game here. The client has engaged - they are thinking about it, comparing, or waiting on a partner. The job of these messages is to remove the small frictions stopping a yes.
- 5. After "we are thinking about it": "Thanks [name] - totally understandable, it is a decision worth thinking through. Anything specific you want me to dig into, or shall I check back next week to see where you have landed?"
- 6. After "we got cheaper quotes": "Thanks for being upfront, [name]. Happy to walk through what is in mine line by line if it helps you compare like-for-like - sometimes the difference is materials grade or aftercare, sometimes it is just margin. No pressure either way."
- 7. After "I need to talk to my partner": "Of course [name] - happy to put together a one-page summary if that helps the conversation. Just say the word."
- 8. After "can you send more detail on X?": "Hi [name], thanks for the question. [Detailed answer]. I have attached the updated quote with that change priced in - let me know if anything else is unclear."
- 9. After "we want to start in three months": "No problem [name] - I can hold the price for 60 days if you want to lock it in now. Otherwise I am happy to re-quote closer to the time, just bear in mind material prices may have moved by then."
The polite final ask (validity is expiring)
This is the message that recovers the most jobs you thought you had lost. The trick is the deadline is real, not made up. If your quote has a 30-day validity (and it should - see our quote template guide), the expiry is your honest reason to reach out.
- 10. The validity-expiring message: "Hi [name], just a heads up - the quote I sent on [date] expires next [day]. Materials prices have shifted slightly so I will need to re-quote after that. If you are still keen, accept it through the link before then and we are good. If not, no worries - happy to re-look closer to your timing."
- 11. The "moving on" message: "Hi [name], understand if the timing or the budget is not right - wanted to leave the door open in case anything changes. If you do go with someone else, good luck with the project. If anything falls through and you want to come back to me, just drop me a message."
- 12. The genuine final follow-up: "Hi [name], last one from me on this. I will assume you have gone another way unless I hear back, but if you do still want to go ahead, the quote is here: [link]. Either way, all the best."
The post-decision messages (won or lost)
After the client has decided either way, the message you send shapes whether they recommend you, come back later, or quietly add you to a "do not call again" list. These last three are the longest-tail templates in the set - most builders skip them, which is exactly why they work.
- 13. After acceptance: "Brilliant [name], thanks for confirming. I will send the deposit invoice across now - once that lands you are booked in for [date]. I will be in touch a few days before to confirm timings. Looking forward to it."
- 14. After they chose someone else: "Hi [name], thanks for letting me know. Hope the project goes well. If you ever need anything in future - even just a second opinion on something - feel free to drop me a line. All the best."
- 15. The post-job re-engagement (sent 6-12 months later): "Hi [name], hope the [project] is still serving you well. Just touching base - if you have anything else coming up, or if anyone you know is looking for a [trade], I am still around. Either way, hope you are well."
Tone rules that keep these messages working
A follow-up template is only as good as the tone you send it in. The same wording can read warm or pushy depending on small things. Get these right and a follow-up reads like a person; get them wrong and it reads like a sequence.
- Never send more than three follow-ups before the client has responded. After the polite final, stop. The next message is theirs to send.
- Use the client's first name. Generic greetings ("Hi there", "Hello") signal a mass-send and trip the spam filters in their head.
- Reference something specific from the original conversation. "The bay window job" or "the rear extension" beats "your enquiry" every time.
- Send between 9am and 5pm on weekdays. Late-evening or weekend messages from a tradesperson read as desperation, not dedication.
- Vary the templates. If you send the same exact phrasing to every client, eventually two of them will compare notes and you look like a script.
Prosty przepływ pracy dla lepszego przygotowania wycen
Save these templates somewhere you can paste them quickly - a notes app or your quoting tool works.
When you send a quote, set yourself a reminder for day 3 and day 7 in case the client has not replied.
Use a quote tool that tells you when the client opened the link, so you can follow up at the right moment rather than guessing.
Always personalise the first line - at minimum the name and the project - before sending.
A quote that gets one well-timed nudge wins the job. A quote that gets none usually does not. The difference between a builder with a full diary and one with gaps is rarely the quality of the work - it is the quality of the follow-up.
If you want to stop tracking this in your head, our quote tool sends the link, tells you when it is opened, and reminds you on day three and day seven so the right template lands at the right time.
Często zadawane pytania
How many follow-ups is too many?
Three before the client responds, then stop. Day 3, day 7, and the validity-expiring message. After that you are pestering - and clients remember being pestered the next time they need a tradesperson.
Should I follow up by email, text, or phone?
Match the channel they originally enquired through. If they emailed you, email back. If they texted, text. Phone calls feel high-pressure for a quote follow-up unless the client specifically said to call. The exception is if your quote is expiring this week and you have heard nothing - then a quick call is fine.
What if the client says they are still getting other quotes?
Take it at face value. Reply with template #6 - offer to walk them through your quote line by line so they can compare like-for-like. Most clients comparing quotes are not actually comparing the same scope; you helping them do that often wins the job on clarity, not price.
Is it OK to follow up after I have lost the quote?
Yes - template #15 (the post-job re-engagement six to twelve months later) is the highest-return follow-up of the set. The client has been through the project, they know what they wish they had asked, and you are top of mind for the next one.
Should I include a deadline in every follow-up?
No. Only when there is a real deadline (your validity expiring, materials prices changing, your diary filling up for a specific date). A fake deadline gets noticed once and trains the client to ignore your urgency cues forever.
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