1. After sending a quote
Subject: Your quote for {the job}
Hi {first name}, checking the quote for {the job} reached you. Happy to go through it on a quick call {two times}. {Your name}
Follow-up email after no response: 8 templates for service businesses
The short answer
- Wait 2–3 working days, then send a short follow-up that names the job.
- Add one new thing and ask one easy question.
- If there's still no reply, follow up once or twice more, then close the loop politely.
Most people who go quiet haven't decided against you. They're busy. A clear, short follow-up gives them an easy way back.
How to write one
- Subject line that names the job: "Your kitchen quote", not "Following up".
- One line of context: what you sent and when.
- One new thing: an option, a date, a photo, an answer.
- One easy question: something they can answer in a line.
- Your name and number. Nothing else.
The 8 templates
2. After answering their question
Subject: Re: {their question}
Hi {first name}, did my answer about {topic} help? If you'd like me to come and take a look, I can do {two times}. {Your name}
3. After a site visit
Subject: Following up on {day}'s visit
Hi {first name}, thanks again for showing me {the job}. The one decision to make is {X}. Want me to hold {date} while you think it over? {Your name}
4. They booked, then went quiet
Subject: Still good for {date}?
Hi {first name}, just confirming {date} at {time} still works for {the job}. If not, reply with a better day and I'll move it. {Your name}
5. A missed appointment
Subject: Sorry we missed each other
Hi {first name}, looks like today didn't work out. No problem: here are two other times, {two times}. Reply with the one that suits. {Your name}
6. A commercial bid or proposal
Subject: {Company}: questions on our proposal?
Hi {first name}, following up on the proposal for {site/job} sent on {date}. If it helps your review, I can walk your team through the scope and schedule in 15 minutes {two times}. {Your name}
7. A past customer, a season later
Subject: Time for {seasonal job}?
Hi {first name}, it's been about a year since we {did the job}. If you'd like {seasonal check}, I have openings {two times}. {Your name}
8. The last one ("closing the loop")
Subject: Should I close this out?
Hi {first name}, I haven't heard back, so I'll assume now isn't the right time and close this out. Reply any time and I'll pick it up. Thanks, {Your name}
Subject lines that name the job
- Your quote for {the job}
- {The job}: one more option
- Still good for {date}?
- Questions on our proposal?
- Should I close this out?
Timing
| Follow-up | When |
|---|---|
| First | 2–3 working days after your last message |
| Second | About 5 days after the first |
| Last | About 2 weeks after the first |
If they gave you a date, wait until the day after it.
Questions
How long should I wait before following up?
Two to three working days, or until the day after any date they gave you.
How many follow-ups is too many?
More than three. After the third, send template 8 and stop.
Should I resend the same email?
No. Each follow-up should add something new.
Is it OK to follow up by text?
Yes, if they contacted you by text or gave you their number for this job. Keep it to one or two lines.
Or let AO draft it
No reply in 3 days. Draft a follow-up
Hi Nina, just checking the quote for the garage roof reached you. Happy to talk it through. I can stop by Thu 4:30 or Sat 9:00.
EditNot now
You send it from your own inbox.
Artificial Outreach notices when a customer goes quiet and drafts the follow-up for you.
- One tap drafts it in your voice, and you send it from your own inbox.
- When they reply, AO offers three open times, and they book with a tap.