Proposals · How it works

How to follow up on a quote

Follow up on a quote by confirming it arrived, then asking a specific question a few days later, then reminding the buyer before the validity date, and finally closing the loop politely. Each message should add something useful, such as an answer, an option or a date, rather than just asking whether they have decided.

Most quotes that go unanswered are not rejected, they are forgotten or stuck behind a question the buyer has not asked. A short, useful follow up recovers a surprising share of them.

Nuwan Madhusanka · Co-founder

4 min read · Published 13 October 2026

1
Confirm it arrived
On the day you send, a one line message: the quote is in your inbox, here is the direct link, and I am happy to walk you through it.
2
Ask a specific question
Two to four days later, ask about the decision, not the quote: would the earlier start date or the second unit option suit you better?
3
Add something useful
If still silent, send one helpful item: a photo of similar work, an answer to a common question, or a cheaper option.
4
Remind before it expires
Two or three days before the validity date, say the price is held until that date and offer to extend it if they need more time.
5
Close the loop
After expiry, a polite message saying you will assume they have gone another way, and that you are happy to re-quote later.

Why buyers go quiet

Silence after a quote usually means one of four things. The buyer is busy and the decision is not urgent. They have a question they feel awkward asking, often about price or timing. They are waiting on someone else, such as a partner, a manager or a bank. Or they chose someone else and did not want the conversation. Only the last is a lost job, and the first three are often won by the business that follows up helpfully. A follow up that asks a specific, easy question gives the buyer a low effort way to reply.

What to say

Avoid just checking in. It asks the buyer to do the work of thinking of a reply. Instead name something concrete: I noticed you were weighing the 315 litre and 250 litre units, the smaller one would save 600 dollars and still suit a family of three. Or: a cancellation has opened up on the 18th if you wanted the earlier start. Each message should be short enough to read on a phone and end with one question that can be answered in a word.

Which channel to use

Use the channel the buyer used to contact you. A tradie whose customer texted should text; a consultant whose client emails should email. A phone call works well for the second follow up on larger jobs, because a question that would take three emails can be settled in two minutes. Whatever the channel, keep a record of what you sent and when, so you do not repeat yourself or chase someone who already said no.

Common mistakes

Following up the same day with no new information looks anxious. Waiting three weeks lets the buyer forget the details. Sending a discount in the first follow up teaches buyers to wait for discounts. Using the validity date as false pressure damages trust and can be misleading. And never stopping is worse than stopping: a clear final message often prompts a reply, even if it is a polite no that lets you close the file.

Where it shows up in the product

Each recipient of a sent proposal or quote gets a tracked link, and the activity page shows each link's opens, time viewed and events. An open is recorded once per link per 30 minutes, and the owner gets a notification on a link's first open. That tells you whether to follow up on an unread quote or on one the buyer has looked at several times. From the activity page a link can be resent or revoked. Tracking is per link, not per page or section.

Questions people ask

How soon should I follow up after sending a quote?

Confirm delivery the same day with a short message, then follow up properly two to four business days later. For a simple job with an urgent need, the next day is fine. For a large project with a slow approval process, a week is reasonable. Match the gap to how quickly the buyer said they needed to decide.

How many times should I follow up?

Three or four touches is usually enough: confirm, ask a question, add something useful, and remind before expiry. A final close the loop message after expiry is optional but often useful. Beyond that, further messages rarely change the outcome and can annoy a buyer who has quietly decided.

Should I offer a discount when following up?

Not as a first move. A discount in the first follow up suggests the original price was padded. If the buyer raises price, offer to adjust scope instead, such as removing an optional item or using a different material. Keep any genuine discount for a specific reason, such as booking into a quiet week.

What do I say if the client says the price is too high?

Ask what they are comparing it with and what matters most to them. Then explain what is included that a cheaper quote may leave out, or offer a smaller scope that fits their budget. Avoid simply cutting the price, which tells the buyer your first figure was not serious.

Is it worth following up a quote the client has not opened?

Yes, but check the basics first. The email may have gone to spam or to an old address, so a short text or call asking whether it arrived is the right follow up. If the client has opened it several times, the follow up should address a likely question instead.

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Sources

Written and checked by the OneCraft team. Last checked 13 October 2026.