How to Follow-Up after Quotation?

You are here:

Are you a new business owner? Are your clients not texting you back after you delivered the price quotation to them? If yes, then you have to do something about it instead of letting the opportunities disappear. 

The key to navigating sales is by taking follow-ups with the customers after you have sent them the price quote. After the customer has requested a quotation, you must make sure that all they should think about is your brand above others. 

You need to play that mindful sales game to stay connected with your client after sharing your service pricing with them. And there is no better way to do that than by sending follow-up emails

Below are a few of the best email templates for you to kick-start the follow-up game. Along with that, there is other crucial information on following up with clients to help acquire more sales opportunities for your business.

📝Key Takeaways:

  • Your follow-up approach will improve your sales process and get you more customers.
  • Build a sequence of sending these emails after you have delivered the price estimate.
  • There will be adverse repercussions if you don’t follow-up with your clients after quoting them the service cost.

How to Follow-Up After a Quotation With Email Templates?

Your prospective client will request your price quotation only when they find your brand and services interesting. The job of your sales rep doesn’t end here, but now you have got a lead whom you have to convert as your customer.

Estimates – A Key to Win Clients

Make the best estimates so that you win clients without sending follow up emails.

Send follow-up emails to prospective clients and keep reminding them about any special offers you are offering to new customers. Your sales rep can do all the happy talks with fluttering skills over phone calls, but without professional implementations, chances of conversion will always be minimal. 

So, here are some sample follow-up email templates for you to refer to and implement. Guide your sales rep to fill it with good content to ensure conversion of your potential client after you have sent the price quotation:

1. Simple follow-up email template

To start with, send a simple follow-up email to the clients after a few days of sending a price quote. It will be a general reminder to mention that you haven’t heard back from them since your first interaction. 

Let your customers know that you are willing to answer any possible questions they have in their minds about the services or your brand. 

2. Email to offer a live demonstration of the service

Suppose you are a field service provider and send a price quotation to your clients for your brand services. In that case, you can plan an approach to propose a live demonstration of that service to your customer, to stand out among all the other quotes that the customer has collected from your competitor brands. 

The follow-up email template above is an example of how you will take your customers’ consent to offer them a free live demonstration of your field service. As a result, they will develop trust for your brand and probably consider you for the services more than your competitors.

3. Friendly email to seek confirmation 

You don’t have to spam the inbox of your customers seeking service confirmation. It should not be your first follow-up email after several service and promotional emails. Following that, you should send a friendly email to the customers seeking a response to the price quotation and service confirmation. 

The follow-up email template above is an example of how you can develop a sense of urgency without offending prospective customers. You can tell them that the service discount offer is about to expire and mention the price after a certain time period. Let your customers know that you will assist them with any other service-related query to help them decide.

4. Email template to offer expert support to customers

It is one of the best follow-up email templates that work well with customers on the verge of finalizing a service provider. Your potential customer will request a price quotation from different brands and not just from you. 

Therefore, by sending a follow-up email with a proposal for arranging an expert call. A customer looking for services you offer will find it helpful to talk to an expert before finalizing a decision. So, follow the template above and craft your email to extend expert support to the client.

5. Email to show your availability

After you have maintained a follow-up sequence and have sent multiple emails strategically to your client after the last quotation, it is time to try and show your availability to attend to client queries with the next follow-up email. 

As per the above template, in this email, you must ask your customers upfront whether you are bothering them with emails and whether they want you to back off. Following that, you should remind them about the offer you stated in the price quotation.  

Before ending the email, let your customers know you are available 24/7 to answer their calls and answer service inquiries. Share some of the service features in pointers to tell them why they should consider your service.

Let them know if they have any doubts about these features, and they can contact your team and get the solution.

Why is Following Up After a Quotation Important?

Following up after a price quotation lets you be open to communication with the prospective client. You never know if your potential customer needs any help in understanding the price quote or has some service doubts. In most cases, they won’t connect with you and will refer to the quotation of your competitors that seems easy for them to understand. 

In such cases, you will lose opportunities if you don’t take the responsibility of following up with them at periodic intervals. 

Check in with your customers and solve their conflicts in mind to help them finalize a decision. Guide your sales professionals to strategize a pattern for sending follow-up emails. 

Use email tracking software to see if your potential customers are opening and going through the email or not. It is a customer-first approach, which is important for any business to thrive. Reaching out to your customer with an attractive subject line and a friendly email will help you win the contract and trust of your client altogether. 

Your sales representatives do not have to spend much time creating follow-up emails. Most of such emails should be short and crisp to ensure that potential customers get the point you are willing to explain. 

What If I Don’t Follow Up after the Quotation?

If you don’t follow up with your clients after delivering the quotation, there is a high chance they will either forget your brand or create a bad impression about you for not paying attention to new customers. 

Either way, it is a loss for your business in the long term. A customer will not settle for just one price quote and will approach your competitors to compare multiple options. So, unless you push yourself to send follow-up emails and improve your sales process, your competitors will take the opportunity away from you. 

If you fail to send an email to a client, there will be a communication gap between your brand and potential customer. Such gaps will broaden if you keep neglecting the importance of following up.
Irrespective of what efforts you implement to draw the attention of your potential customers if you are not following up after sending the price quote. You won’t be able to gain the maximum potential out of your overall marketing investment, which will hamper your business adversely. 

No More Follow-Ups Needed for Winning Clients

Estimates build or generated through InvoiceOwl tool have 100% effectiveness to bring businesses to contractors.

Quotation Follow-Ups: Dos and Don’ts 

The first approach when a client asks you for a price quotation is to deliver them the same in a short span of time. Do not continue to use manual methods for preparing the quotation from scratch. 

You can use digital software, such as InvoiceOwl, to create your price estimate or quotation and send it through email or text message link to the customers instantly. It will save the time upon completing the customer’s request. 

Once you have sent the price quote, ask your sales representatives to wait for a specific period of time before sending a follow-up email. Now, this is the usual process of sending a follow-up email. But, for new business owners, it is important you know some dos and don’ts to avoid mistakes while implementing these lead-generating mistakes, which include:

Dos: Don’ts:
  • Add value to each follow-up email
  • Try to offer something beyond your usual service
  • Keep changing the call-to-actions 
  • Be attentive to sequencing
  • Try adding humor 
  • Break up the contexts
  • Don’t repeat yourself in the emails
  • Don’t just act on what you think but know the prospect’s values
  • Don’t be rude in your emails
  • Avoid writing long emails
Frequently Asked Questions
  1. How long should you wait to plan a follow-up email after sending a quotation?

    The best time to send a follow-up email is after 3 to 5 days of sending a price quotation to your customer. You need to maintain the balance as sending an email too late will make your customers forget you, and sending too soon will make customers feel like you are not giving them time to think.

  2. What is the best software for sending a price estimate?

    InvoiceOwl is a popular digital software we have designed with the perspective of field businesses in mind. You can store the customer details on InvoiceOwl’s central dashboard and use them to send the estimate directly without opening any other third-party application. 

    On the same chain mail, you can then plan your follow-up emails and send them on a timely basis. You can implement customer-wise sorting of email chains to keep track of what type of follow-up emails you have already sent and what you plan to send next.

  3. Do long follow-up emails work?

    Long follow-up emails will deviate the customers from the point you want to convey. You must keep the emails short and crisp to ensure that you directly convey the point of attention to your customers without much storytelling.

    One email should ask just one question. Do not flood a single email with many questions, as it will confuse the customers, and there will be a further delay in making a decision. Your subject line should speak the most about what the email is all about. Let the customers know you are sending this mail with the quotation they requested a few days back.

  4. What to do if the customer doesn’t respond to the first email?

    Do not just keep re-sending the previous email if your potential customer is not responding to your first follow-up email. You can try different contexts by using a different follow-up email template to remind them about your brand and the quotation that you have sent to them.

    Re-sending the same email will send a bad message about your brand. Your potential leads won’t appreciate it, and you will end up in the spam folder. So, make sure you keep changing the context of follow-up emails.

Summing up

Every business needs a good hold on its leads and customers to grow profits. And there is no better way to achieve this than constant follow-ups. Once the customer interacts with you, there is a need for follow-up in every aspect of service fulfillment. 

After sending a quotation, delivering service, and for customer support queries, you need to follow up with the customers to help them with their confusion and service-related problems. 

Follow-up emails after sending a quotation are vital for your business to grow. Use the templates above to understand what you have to write in each category of follow-up email that you send. 

This article has also clearly stated the importance of follow-up emails and the repercussions of avoiding them. So, whether you are a new business or an established service provider, you must understand how follow-up emails can help you convert more leads for your profitability. 

Author Bio
Jeel Patel
Jeel Patel

Jeel Patel is the founder of InvoiceOwl, a top-rated estimating and invoicing software that simplifies the invoicing and estimating processes for contractor businesses. Jeel holds a degree in Business Administration and Management from the University of Toronto, which has provided him with a strong foundation in business principles and practices. With understanding of the challenges faced by contractors, he conducted extensive research and developed a tool to streamline the invoicing and estimating processes for contractors. Read More