Quote follow-up email: three templates and a short message

01What happens on the buyer’s side while you wait

Your contact received the quote, skimmed it and passed it on. To finance, to a partner, to a procurement team that wants two more bids. The document now travels without you, and every quiet day makes it more abstract. A good follow-up puts you back inside that internal discussion, with material your contact can forward as it stands.

This is what sets it apart from a prospecting follow-up: here, the customer asked for something. You have no need to justify writing. Your job is to make the decision easier: a clarification on scope, a cheaper option, a start date. A quote chased with useful information gets signed more often than one chased with a polite “just checking in”.

02How long to wait before following up

Four working days give the buyer time to read the quote and circulate it. Sooner, you look anxious. Much later, the quote has sunk to the bottom of the pile. After that, the date that matters is the validity date printed on the quote: it gives you a legitimate reason to come back. Treat these delays as a starting recommendation. A quote worth a few thousand is decided in days, a six-figure investment in weeks: stretch the gaps to match, and keep the discipline.

03Three quote follow-up emails to copy

The one-line summary of the need carries this email. It is the sentence your contact will paste into their own message when they argue for the quote internally. Offering a short call instead of a written reply lowers the effort you ask of them.

This email raises the obstacle on the buyer’s behalf, without blaming anyone, and puts a priced alternative on the table. Silence turns into a choice between two offers. Only offer a discount you would have granted anyway: a price cut won by silence alone teaches the buyer that saying nothing pays.

The expiry date is an honest reason to write a third time. The closing line matters most: it lets the buyer answer “in three months” without feeling guilty, and you walk away with a date instead of a quote quietly rotting in the pipeline.

04The WhatsApp or text message version

Keep this channel for customers you already speak with by phone. The short message does not replace the email: it flags that the email exists and offers a call. Plain text is enough, with no attachment and no link. In Kasar, the WhatsApp integration links your account by QR code, as a linked device: you write this message from the customer’s record, as text, and the reply is stored there when the number belongs to that record.

05Still nothing after the third email

Pick up the phone. A quote that drew no written answer after three emails often hides a simple spoken one: “we went with someone else”, “the project is on hold”. If the call goes nowhere too, close the quote as lost on its expiry date, with the reason “no response”. That reason is worth recording. If it dominates your lost quotes, the problem sits upstream, in qualification or in the time it takes you to turn a request into a quote.

06Common mistakes

07In Kasar, each quote is a deal with a dated next step

Every quote is an opportunity at the Proposal stage, with its amount and expected close date. The follow-up becomes a dated task on the deal. Ask Leo to write it: he works from the record, its email threads and its meeting summaries, and gives you a draft to read before you send it from your connected mailbox. The customer’s reply lands on the record, right next to the quote. If you would rather the three emails go out on schedule, a sequence sends them from your own mailbox and stops as soon as the buyer replies or a meeting is booked.

To close a lost quote, a stage question can make the loss reason mandatory, and the quarter’s review then reads from a dashboard. If your quotes still live in a spreadsheet, the quote follow-up tracker for Excel keeps the same columns and imports as it is. The other situations are gathered in the B2B follow-up email templates.