Follow up the decision, not just the silence
A useful quote follow-up checks that the customer has the right quote, asks what is holding up the decision and agrees a next action. Use the channel the customer already chose. Read their last reply before sending another message.
If you have not yet sent a clear scope and price, start with writing a trade quote and the free quote template. This guide starts after the quote is sent.
A quiet customer has not necessarily rejected the job. They may need an answer, a survey or someone else’s decision. Equally, silence is not permission to reserve a date or start buying materials.
Choose the next message from the customer’s reply
| What you know | Next action | Record |
|---|---|---|
| No reply; receipt unknown | Check receipt and ask for questions | Quote reference and channel used |
| Price is higher than expected | Clarify budget and compare scope | Items they want changed |
| Comparing another quote | Offer a like-for-like scope check | Inclusions still unclear |
| Needs a survey or information | Arrange that step before a firm quote | Who supplies what, by when |
| Will decide on a stated date | Agree when to check back | Date and owner of next action |
| Declines or asks for no more contact | Acknowledge and stop following up | Decision and any reason volunteered |
There is no universal day-three, day-seven sequence that proves you will win more work. Set the next contact around the customer’s agreed decision date and your actual quote validity.
Checking that the quote arrived
Text
“Hi [name], did quote [reference] for [job] reach you? If anything in the scope or price needs explaining, let me know. Thanks, [name].”
Subject: Quote [reference] for [job]
“Hi [name], I’m checking that you received the attached quote [reference]. The quote covers [brief scope]. Is there anything you need me to clarify before deciding? Thanks, [name].”
Attach or link the same current quote, rather than making the customer search. Do not put new prices in a message without identifying the revision.
Answering a price objection or a competing quote
Text
“Thanks for telling me. Is the concern the total budget, or an item in the quote? This price includes [key inclusions]. If you want a smaller scope, I can price that separately.”
Subject: Scope of quote [reference]
“Hi [name], thanks for the feedback. Before changing the price, could you confirm which parts you want included? Our quote includes [items] and excludes [items]. If another quote covers different work, I’m happy to explain the difference. I can send a revised quote for an agreed smaller scope.”
Do not invent defects in a competitor’s work or a discount deadline. A lower budget can mean a different job; record the change and send a new revision for a decision.
Waiting for a survey or a promised decision
Text
“To finish the price I need [measurement/photo/site visit]. Would [real available option] work? I’ll send the revised quote once that is confirmed.”
Subject: Next step for [job]
“Hi [name], the remaining question is [specific point]. [Person] will provide [information] by [agreed date]. I will then [next action]. Shall I check back on [date]?”
If the customer says they will decide on Friday, record Friday. Check actual availability when they accept. A provisional conversation about a date is not a booking.
A fictional plumbing enquiry: the next action changes
Fictional worked example. Enquiry P-014 is for replacing two radiators. Quote Q-014 revision 1 includes supply, fitting and removal of the old radiators; decorating is excluded. No date is booked.
- First check: the customer confirms receipt but says the total is too high. The next action becomes a scope discussion, rather than another reminder.
- Scope reply: the customer wants to keep one existing radiator. The trader checks suitability and sends revision 2 for one replacement. Revision 1 stays in the history.
- Decision date: the customer asks to discuss revision 2 with the payer over the weekend. The trader agrees to check back on Monday; the payer is recorded only after their role is confirmed.
- Outcome: the customer declines because they have postponed the work. The trader records declined/postponed and stops chasing. This is a useful decision even though no job was won.
The enquiry record needs the customer and site, quote reference and revision, date sent, latest response, confirmed decision-maker, next action and owner. “Follow up quote” alone loses the reason for the next message.
Responding to no and knowing when to stop
Text
“Thanks for letting me know. I’ll close the enquiry. If you need a new quote later, you’re welcome to get back in touch.”
Subject: Your decision on quote [reference]
“Hi [name], thanks for confirming. I have recorded that you are not going ahead with this quote. Thank you for considering us. Kind regards, [name].”
Stop if the person declines or asks for no more contact. When an unanswered enquiry reaches your chosen final check, keep the message neutral: “Do you still want to discuss quote [reference]? If I don’t hear back, I’ll leave the enquiry with you.” Do not keep restarting the sequence.
Tradehand’s follow-up workflow connects the quote and response to the job. Manual work is available on Free; the Assistant is on paid plans. Check the current quote, recipient and review step before sending.
