Quote follow-up email templates
After a quote goes out, silence usually means a question nobody has asked yet. This follow-up checks the quote arrived, offers to adjust scope if the number was the issue, and asks what's still left to decide. It works for services businesses and agencies as well as software.
;sl-quote;sl-quote in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When you've already had a call about the quote and just need a decision.
Only when the quote genuinely expires, for example because of supplier prices or availability.
When to use it
- Three to five business days after sending a quote or estimate.
- The buyer said they'd "review it" and went quiet.
- The quote really does expire and they should know.
What to avoid
- Don't invent an expiry date to rush them.
- Don't discount in the follow-up before they've asked.
- Don't follow up the day after sending.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- First name
{fill:First name} - The buyer's first name.
- Project
{fill:Project} - What the quote covers, e.g. "the office fit-out".
- Price
{fill:Price} - The quoted total.
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- ;sig-work
{snippet:sig-work} - Pulls in your ;sig-work snippet, so a change to that snippet updates every reply that uses it. Create a snippet with that trigger first (any template in the email signatures pack works), or the field stays as typed.
- Expiry date
{fill:Expiry date} - The date the quote ends.
- Reason it expires
{fill:Reason it expires} - The real reason, e.g. "materials prices are set monthly".
Tips
- •"What's left to decide?" is easier to answer than "Did you get a chance to review it?".
- •Give the real reason in the expiring version. "Our installer's schedule fills up" is believable; "limited time" isn't.
- •Make ;sl-quote a team snippet so estimators and reps use the same wording.
Works in Gmail, Outlook, HubSpot and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
If several people send quotes, keep one follow-up in the team pack so customers get the same tone from everyone.
See Retext for TeamsQuestions
How long should I wait to follow up on a quote?
Three to five business days is usually enough time for the buyer to read it and discuss it internally, without the quote going stale.
What do I say when following up on a quote?
Confirm it arrived, offer to adjust the scope if needed, and ask what's left to decide. That gives them an easy way to raise the real question.
Related templates
Pricing proposal email
;sl-proposalSales
Hi [First name], As promised, here's the proposal for [Company]. Total: [Price] per [Billing period], for [Seats or scop…
Sales follow-up (no reply)
;sl-nudgeSales
Hi [First name], Checking in on [Next step]. Is it still on the cards for this month, or has something else jumped the q…
Objection: too expensive
;sl-obj-priceSales
Hi [First name], Thanks for being straight about the price. So I can respond properly: is it high compared to another op…
Type ;sl-quote, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
Free to start. No account required on the Mac.