38 Tips on How to Send a Quote Follow-up Email
You’ve done it all: you got your home service business up and running, marketed it right, got your first leads, estimated projects, and sent quotes to your prospects. The only thing standing in your way is sealing the deal––some would say that’s the hardest part.
How do you get your client to approve the quote so you can start working with them?
You have to send them a follow-up email.
The right follow-up email after you send the quote will help you get your clients on board, regardless if you’re a plumber, HVAC specialist, pool service provider, or landscaper. If you execute it right, you can even get a deposit right away so you can start working, send an invoice, and get paid faster.
Is it easier said than done? Not exactly. Here are all the basics you’ll need to help you master your quote follow-up emails.
Plus, you’ll get five email template examples that you can start using right away! Read on for more.
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What is a follow-up email?
Simply put, a follow-up email is a message you send to a lead after you’ve met them for a meeting, consultation, assessment, or interview. The purpose of the follow-up email is to seal the deal and leave the recipient with a good and confident impression of you.
Typically, you would send the follow-up email right after the meeting. The intention is to stay top of mind, be courteous, tie off any loose ends, or answer any remaining questions after the meeting.
If you’re following-up after a quote, however, it’s best to send the email a day or two after you’ve sent the quote. This helps you continue the discussion with the client, and eventually close the deal.
Here’s an example of the workflow:
On-site assessment with an estimate → write a quote → send your client the quote → follow-up email after the quote → client approves quote → wrap up the deal or sale
Why should you follow-up after a quote?
There are so many reasons why you should follow up after a quote:
- It helps you maintain contact after a sale
- It makes you look professional
- It helps you close more deals
- It prevents accounts from going stale after an on-site assessment
- It demonstrates superior customer service
- It helps you stay top of mind to your customers, who are extremely busy (and probably forgetful)
- It helps you stand out from your competitors (you’re probably not the only service pro your customers or prospects are talking to about their project)
- It gives you one last chance to convince your lead that they should choose you
- You can show clients that you offer amazing customer service right out of the gate
The follow-up email is as much of a customer service play as it is a sales play.
It can be tricky to keep track of all the follow-up emails that you need to send out after each on-site assessment.
Try using a Client Relationship Management (CRM) software to keep track of important client details like property information, quote and invoice history, and personal details (like a client’s dedication to their child’s soccer team) in a searchable database.
If you’re too busy to keep track of sending out follow-up emails, then consider using software to help. Email automation software or a field service management software automates the follow-up process for you so it runs on auto-pilot while you’re in the field.
When to follow-up with a client
Following-up at the right time after sending a quote is crucial to helping you get a response.
Believe it or not, the time of day and day of the week have an impact on whether or not your email will be opened and read.
Several studies have shown that the best time to send an email is in the morning, since most people check their email then.
Aim for 5-6AM or 8PM to 11PM. The best days to send an email out are Tuesdays, Wednesdays, and Thursdays.
So, that 5PM Friday follow-up email you sent your lead… it might not get opened.
Here’s an example of when you should send a follow-up after a quote:
- Say you visit a client’s property on Monday afternoon:
- Share the estimate on site
- Send them a quote attached to an email outlining the quote immediately after the consultation
- Send the quote follow-up email within a few days (since Tuesday is a good day to send an email out on, go for Tuesday early morning)
Quote follow-up best practices
While follow-up emails are simple, there are certain things you should do, and certain things you should avoid.
Here are the basic dos and don’ts of writing a follow-up email to your clients:
- Write a short and professional subject line.
- Keep it short and sweet. Your email body should stay under 300 words.
- Keep sentences and paragraphs short. Break paragraphs up into multiple lines, rather than one large chunk of text, which can be difficult to read.
- Include a strong introduction line to hook your reader.
- Attach a PDF copy of your quote for their reference.
- Include your contact information, company logo, and link to social media handles or reviews in the email signature.
- Send the follow-up email at an appropriate time as a sign of respect and courtesy (e.g. 6AM or 8PM, not 2AM or 4AM).
- Address the client with the correct abbreviations (e.g. Mr., Ms., Mrs., etc.)
- Personalize the email whenever possible by including your client’s name in the subject line, or the body
- Thank your client for their time.
- Remind the client about the discussion that you had when you met or spoke last.
- Answer any questions they had (or might have) about the assessment or the quote.
- Be polite and use proper grammar.
- Include tidbits from your conversation to show them you remember and care about their needs.
- Explain the quote.
- Provide details about the time frame for the project
Tie things off
- Ask them what they would like to do next, or what would make sense to do.
- Include a link to testimonials/client review profile.
- Show them the benefit that you bring to the table.
- Include a call to action (what you would like the client should do next) and offer next steps suggestions.
- Create a subject line in all caps.
- Write one long paragraph that overwhelms the client.
- Write an incredibly long email. Nobody wants to read an essay when they expect an email.
- Start off with closing the deal–it’s too pushy and might turn the client off.
- Make it difficult for the client to call you or find more information about your business.
- Make spelling and grammar errors.
- Use “I” in the email. Always address the client and make the email about them with “you” or “we” language.
- Misspell your client’s name.
- Be too casual. It will give them the impression that you’re not professional.
- Be too pushy, provide an ultimatum, or pressure the client to close right away.
- Follow-up too many times. You only need to send one or two follow-up emails. One that includes the initial quote, and another if you haven’t heard back from the client after one week or so.
- Use a generic template that doesn’t address the project or the client’s specific needs.
- Send duplicate emails.
Follow-up email examples for home service quotes
Example #1: Highly personalized follow-up
Subject line: Quick question about your deck project
How did your son’s soccer game on Monday go? I hope he won 🙂
Our team looked into the materials and design that you were asking about during the assessment. We can definitely make your deck dreams come true!
Please double check the quote attached to this email, which goes over all the details for the materials and labor for this project.
You mentioned that you have a tight timeline for this project.
Would it make sense for us to start next Wednesday?
If you are happy with the quote, please click through this link to sign and approve it.
If you’d like us to start next Wednesday, as you requested, you can submit a deposit here and we will get started!
Let me know if you have any further questions about the quote or the project.
Hammer and Nail Carpentry
Example #2: Instilling confidence by meeting prospect's needs
Subject line: Your pool salinator installation: important details and available reference
It was fantastic to come by on Thursday and take a look at your pool pump.
Our team is confident that we can install the salinator within your tight timeline.
Other than replace your existing machine with the salinator, no other hardware or construction needs to be installed.
The details for the salinator and installation are in the quote we sent along last Tuesday.
If you’re curious about transitioning from chlorine to salt water pool systems and would like to talk to another homeowner who has one, I can connect you to Patrick and Penny. We just completed this exact project for them last week.
Do you have any questions about the quote? If you’re interested in payment options we can chat further about this at your earliest convenience.
Have a lovely morning,
Owner and Operator
Deep Water Pool Works
Example #3: Catching attention with a solid subject line
Subject line: Kitchen reno quote (& cabinet update)
It was great to meet you, take a look at your kitchen, and hear about your renovation goals.
Did you get a chance to look at the quote I shared last week? Do you have any questions about pricing or the line items?
Our team is excited to work with you. Stephen, our carpenter, has already inquired about the oak cabinetry you mentioned during the assessment.
If you were curious to see our latest work, you can check out some photos from David and Marcy’s kitchen renovation we completed last year here, as well as their testimonial.
They recently let me know that the renovation increased their home sale value by $30,000.
Can’t wait to help you improve the value and look of your home.
Looking forward to making your dreams come true,
Example #4: Thoroughly explaining the quote
Subject line: Your bathroom rough-in project
Thanks again for making time to join us for your plumbing assessment.
Just wanted to follow-up on the quote we sent you on Monday. Do you have any questions about it?
As discussed earlier, the rough-in will include water lines for four bathroom fixtures, plus floor resurfacing and tiling, which will be completed by my trusted tiling subcontractor, Tiffany.
We are very excited to start this project. It’ll take roughly eight days to complete and we can start one week from now, on April 15th.
Does this work with your schedule and your priorities right now?
I’m happy to answer any of your questions. Feel free to call me at your earliest convenience.
Second Wave Plumbing
Example #5: Selling with confidence in client testimonials
Subject line: Patricia, do you have any questions?
Nice chatting with you the other day about your front lawn landscaping project.
Just wanted to ask if have any questions about the quote.
We just finished finished a curb appeal project at Jane Stone’s allowing her to get $65,000 more than she paid for the house a year prior.
You can see Judy’s before or after photos here.
Would it make sense for us to start working on your yard?
We can complete the project within the next two weeks.
Let me know if you have any questions.
CEO and Owner
Green Thumb Lawns
Taking your business to the next level with email follow-ups
If you’re ready to take your home service business to the next level, sending quote follow-up emails is a great place to start.
Follow-up emails might seem like an extra step in the business process, but they can show your prospects that you’re dedicated, professional, and attentive. All this means more closed deals for you.
If you’re concerned about the extra workload that email follow-ups might add to your plate, then consider some software options to lighten the load.
Have you found a quote follow-up email template that works for you? Share it in the comments below!