Quote Follow-Up Emails to Help you Seal the Deal [Templates]

image of writing a follow up email

What do you do if you get an amazing lead and send out a detailed quote but hear nothing back?

You may be tempted to call it a day and move on, but before you do, consider sending a quote follow-up email.

The right quote follow-up email will help you get your clients on board, regardless if you’re a plumber, HVAC specialist, pool service provider, or landscaper. Plus, 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.

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Why should you follow up after a quote?

The quote follow-up email is as much of a customer service play as it is a sales play. Here’s why you should follow up after a quote:

  • You keep the lines of communication open which builds trust. Customers can easily ask questions, and you can answer them.
  • You close more deals. There are many reasons why clients don’t commit to a product or service. Maybe they missed your initial email in their already cluttered inbox. Or, perhaps something in your quote is unclear. Following-up lets you identify these delays and objections so you can handle them efficiently and win the job.
  • You look more professional and demonstrate superior customer service. How would you feel if a business sent you a follow-up email that read?:
    • Hi [insert name]. It’s been a couple of days since we sent the quote. We just wanted to check in to see if you have any questions. Someone from our team would be happy to give you a call if you’d like to discuss this. [favorite sign off]
  • You stand out from your competitors. Your customers like to shop around, so you’re probably not the only service provider a prospect is talking to. Get them to choose you by being the one who follows up professionally.

Quote follow-up examples for home service businesses

Here are five follow-up templates and email samples you can use as inspiration for your next follow-up. Use and customize them as you see fit!

Follow-up email template #1: A simple thank you

The idea here with the first follow-up template is to remain top-of-mind. Whether you met the potential client on-site for an assessment or chatted on the phone, a follow-up thanking them for their time makes you look professional and considerate.

Subject line: Thanks again for your time, [customer name]

Hi [customer name],

It’s been a few days since we sent the quote.

We just wanted to once again [assuming you thanked them in the first email with the quote attached] thank you for the great talk and your time the other day, and check in to see if you’ve had a chance to look at the quote we sent you.

If you have any questions, please don’t hesitate to ask.

Best,

[Your favorite sign-off, company name, and contact information]

Follow-up email template #2: Explain the quote

With the second type of follow-up, you preempt any questions prospective clients may have by sending an email explaining one or a few aspects of the quote. 

An excellent place to start may be to mention something you spoke about with the client. This makes the email feel more personal, while still being helpful.

Subject line: Your [insert project type, e.g., landscaping, lawn care, etc.] project

Hi [customer name],

Thanks again for making time to join us for your [project type, e.g., landscaping, plumbing, HVAC, etc.] assessment.

Just wanted to follow up on the quote we sent you a few days ago.

As discussed [insert: “on the phone” or “on-site”], the [mention something you discussed, e.g., plumbing rough-ins will include water lines for the four bathroom fixtures, plus floor resurfacing and tiling, which will be completed by our trusted tiling subcontractor.]

We are very excited to start this project with you. If you have any further questions, feel free to call me directly at [phone number]. I’d be happy to help.

Cheers,

[Your favorite sign-off, company name, and contact information]

Follow-up email template #3: Restate your value

Use this template to showcase any extra value you can provide beyond delivering excellent work that meets your clients’ needs.

Subject line: [Customer name], do you have any questions?

Hi [customer name],

Nice chatting with you the other day about your [project type, e.g., front lawn landscaping] project.

We wanted to ask if you’ve had a chance to look at the quote. We also wanted to let you know we just finished [mention project you just completed and how it helped the client, e.g., a curb appeal project that increased property value by a certain amount]. 

We have attached [insert prior client’s name] before and after photos.

Would it make sense for us to start working on your yard?

We can complete the project within the next two weeks.

Please let us know.

Regards,

[Your favorite sign-off, company name, and contact information]

Follow-up email template #4: Personalized follow-up

A personalized follow-up is a great way to build a connection or break the ice with an undecided customer. It shows customers compassion beyond a simple business transaction which builds trust and loyalty.

Subject line: Quick question about your [insert project type]

Hi [customer name],

[Ask a question about something specific to the customer, e.g., How did your son’s soccer game on Monday go? Or refer to something the client said when you spoke to them: maybe they mentioned they have a tight deadline].

Just wanted to follow up on the quote we sent you a few days ago.

We are very excited to start this project, so if you are happy with the quote, please click through this link to sign and approve it.

And if you have any questions, feel free to reply to this email or call me directly at [phone number].

I’m always available to help.

Cheers,

[Your favorite sign-off, company name, and contact information]

Follow-up email template #5: The final follow up

In order for your business to grow, leads can’t remain leads forever. If you’ve sent one or two follow-ups and still heard nothing, it’s time for one last email.

Subject line: Checking in on quote one more time

Hi [customer name],

We know life gets busy but we just wanted to send one final email to check in and see if you’d like to move ahead with the [project type, e.g., HVAC, plumbing, etc.] project.

Optional: Our team is nearly fully booked for the [detail time frame to create a sense of urgency, e.g., rest of month, year, etc.], so please let us know by [day and date] so we can add you to the schedule.

As mentioned previously,  if you have any questions, feel free to reach out to me directly at [phone number].

Keep well,

[Your favorite sign-off, company name, and contact information]

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How do you write a follow-up email for a quote

Writing follow-ups can feel awkward and stiff at the beginning. We suggest you practice writing a few on your own to start and refer back to the above templates when you need further inspiration and guidance. 

Also, follow quoting best practices:

Email best practices for following up on an estimate

Here are six best practices for writing quote follow-ups:

  • Write a short and professional email subject line, so clients know what the email is about. Something as simple as “Quote follow-up for [insert project]” will work. It’ll immediately communicate to clients what the email is about, plus it will keep your own email inbox organized and consistent. 
  • Break paragraphs up into multiple lines. Lines in an email are easier for customers to quickly read and understand, rather than one large wall of text.
  • Keep it short and sweet, avoiding long emails. Ask yourself: Would I read this to the end? As a guideline, keep it under 150 words.
  • Send the follow-up email during business hours to show courtesy and respect for your customers’ personal time.
  • Make it personal. Mention the customer’s name, refer to the specific project, and/or mention something you spoke about on-site or on the phone (see the “personalized follow-up template” for guidance). 
  • Keep it professional. You want to come across as friendly and sincere. But don’t forget to remain professional. Proofread your email for grammar and typos, and sign off with your name and business details. Including your contact details also makes it easy for clients to contact you straight from the email.

Pro Tip: It can be tricky to keep track of all the follow-up emails you need to send out after each on-site assessment. Try using Client Relationship Management (CRM) software to track important client details like property information, quote and invoice history, and personal details in a searchable database. 

Chasing down job approvals without automation can also be time consuming.

Consider using field service management software like Jobber that automates the follow-up process for you. 

Jobber’s quote follow-up feature lets you automatically send customized email (or text) quote follow-ups to clients you haven’t heard back from. Use it to gives customers the nudge they need to book that job and remove any awkwardness.

“I hate doing follow-ups for quotes and invoices because it makes me feel awkward,” explains Daniel Holliday, the founder of ClimbingArborist.com and Grizzly Tree Experts. “Jobber automates all of that. It actually increases how many people accept your quotes if you follow up with them. But I don’t feel awkward about it because I’m not doing it personally.”

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When should you send a quote follow-up email?

Following up at the right time after sending a quote can help you get a response. The time of day and day of the week can also impact whether or not you get a reply.

Several studies have shown that the best time to send an email is in the morning since most people check their email then.

Aim to send a quote follow-up at around 6:00 am to 10:00 am. The best days to send an email out are Tuesdays, Wednesdays, and Thursdays.

Obviously, this isn’t always the case or even possible (maybe the client would like a quote the next day after a site visit on Thursday). Sometimes life may even get in the way, with you sending a follow-up on a Friday.

The point is not to follow these guidelines religiously, but to use them as a guide and apply a little common sense along the way. For example, if the client doesn’t seem to interact much via email, pick up the phone and call them for a quick chat. They may prefer that more instantaneous method of communication instead.

That being said, here’s one example of a timeline from site visit to quote follow-up to give you an idea of when to send that follow-up email:

  • You visit a client’s property on Monday afternoon:
  • Send them a quote attached to an email outlining the quote within a day of the consultation (Tuesday)
  • Send the quote follow-up email within a few days (Thursday)

Taking your business to the next level with quote email follow-ups

If you’re ready to strategically grow your business, sending quote follow-up emails is a great place to start.

Follow-up emails might seem like an extra step in the sales process, but they show your prospects you’re dedicated, professional, and attentive, and they help you close more deals.

If you’re concerned about the extra workload that email follow-ups might require, then consider investing in quote follow-up software to lighten the load and make follow-ups a breeze.

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Originally published April 2019. Last updated October 15, 2021.

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