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How to follow up on a quote (with templates)

The short answer

  • Follow up 2 days after you send the quote, again at day 5, and one last time at day 14.
  • Keep each message to a few lines, answer one question, and make the next step easy: a time to talk or to come back out.

Homeowners and businesses often ask more than one company for a quote. The one who follows up clearly, without pushing, is the one they remember. And the first step often goes wrong before the quote is even sent: in our November 2026 check of 462 contractor websites, half gave homeowners no way to book or get a reply after hours.

When to follow up

WhenWhat it's for
Day 2Check they received it, and offer to answer questions.
Day 5Add one useful thing: a photo, an option, a start date.
Day 14Close the loop politely. Leave the door open.

If they gave you a decision date ("we'll decide after the 15th"), follow up the day after that date instead. Their timeline beats any rule.

What to say: four rules

  1. Name the job in their words. "The leak over the garage", not "your roofing project".
  2. Ask one question they can answer in a line. "Did the quote cover what you needed?"
  3. Make the next step concrete. Offer two or three times, or say what happens next.
  4. Stop after three. A clear last message keeps your name in good standing.

Email templates

Day 2: "Did it arrive?"

Subject: Your quote for {the job}

Hi {first name},

Just checking the quote for {the job} reached you. Happy to talk it through if anything needs explaining. I can call or stop by {two times}.

{Your name}
{Company} · {phone}

Day 5: "One useful thing"

Subject: {The job}: one more option

Hi {first name},

One thing I didn't put in the quote: {an option, e.g. "we can start on the 14th" / "a lower-cost material that holds up well" / "photos of a similar job we finished last month"}.

If it helps, I can hold {date} for you while you decide.

{Your name}

Day 14: "Closing the loop"

Subject: Should I close out your quote?

Hi {first name},

I haven't heard back about {the job}, so I'll assume the timing isn't right and close out the quote for now. If anything changes, reply to this email and I'll pick it up from there.

Thanks for considering us,
{Your name}

After a site visit or estimate

Subject: Following up on today's estimate

Hi {first name},

Thanks for walking me through {the job} today. The estimate is attached. The main question to settle is {the one decision, e.g. repair vs replace}. Happy to go over it on a quick call {two times}.

{Your name}

When the quote has a real expiry date

Use this only when the price or date truly changes.

Subject: Your quote holds until {date}

Hi {first name},

A quick note that the price in your quote for {the job} holds until {date}, because {real reason: material prices / schedule}. After that I'd need to re-quote. Want me to hold a start date?

{Your name}

Text templates

  • Day 2"Hi {first name}, it's {name} from {company}. Did the quote for {the job} come through OK? Happy to answer any questions."
  • Day 5"Hi {first name}, I can hold {date} for {the job} if that helps. Just reply YES and I'll pencil it in."
  • Day 14"Hi {first name}, I'll close out your quote for now. Reply any time if you want to pick it back up."

Text only people who gave you their number for this job, and follow your local texting rules.

What to say, by trade

  • Roofing"Before the next rain, I can come back and walk you through the repair-or-replace choice."
  • Remodeling"If the layout's the open question, I can bring two options to look at together."
  • Electrical"If the panel upgrade is the sticking point, I can split it into two visits."
  • Plumbing"If the timing matters, I can hold a morning slot this week."
  • Cleaning"I can do a first clean at the quoted price, then you decide on the regular schedule."
  • Landscaping"If you'd like to phase it, here's what we'd do first this season."

What not to say

  • "Just checking in" with nothing else. Give them a reason to reply.
  • "Are you still interested?" It's easy to say no to.
  • Pressure that isn't true ("prices go up tomorrow").
  • A fourth and fifth follow-up. Three is enough.

Questions

How long should you wait to follow up on a quote?

Two days is a good default. If they gave you a decision date, wait until the day after it.

How many times should you follow up?

Three: day 2, day 5 and day 14. Then close the loop.

Should I follow up by email or text?

Use the channel they used to contact you. Text works well for short nudges; email for anything with options or attachments.

What if they say they went with someone else?

Thank them and ask one question: "Was it price, timing or something else?" The answer improves your next quote.

What should the subject line say?

Name the job: "Your quote for the garage roof" beats "Following up".

Or let AO draft it

Inbox · Larkhaven RoofingExample

Quote sent Mon · Nina · leak over the garage

No reply in 3 days. Draft a follow-up

Drafted in your voice

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 keeps every quote from going quiet.

  • When a quote gets no reply in 3 days, AO shows "Draft a follow-up". One tap drafts it in your voice, and you send it from your own inbox.
  • When they write back, AO offers three open times from your calendar, and they book with a tap.
  • Strong fits book on their own within your hours. You approve the rest from your phone.
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