When is the best time to follow up on a quote?

It's best to announce the follow-up when you hand over the quote. The ideal time for the first follow-up email is three to five days after sending the quote, as this achieves the highest response rate.

How often should I follow up on a quote?

On average, 2-3 follow-up emails are necessary until a decision is made. You can try it in several stages: a first inquiry after 3-5 days, a second after 1-2 weeks, and a final attempt after 3-4 weeks, the so-called "Breakup Email".

Should I follow up by email or phone?

Both are possible. Emails are less intrusive and good for initial contact. Phone calls are more personal and better for directly clarifying questions or discussing objections. A combination is often most effective: first an email, then a call if there's no response.

What to do if the client doesn't respond to the quote?

Silence rarely means disinterest. Often, it's internal processes or open questions. Always offer added value, e.g., clarifying questions, suggesting adjustments, or alternative options. Be persistent, but never pushy. The "Breakup Email" can often provoke a final reaction.

Is following up pushy?

No, active follow-up is a professional part of the sales process and is often expected by the client. It shows your commitment and gives the client the opportunity to clarify open questions. It's important to appear confident and always offer added value instead of just "reminding".

Following Up on Quotes: 7 Phrases & Email Templates

By the quidly-RedaktionPublished on July 25, 2026Last updated on July 26, 2026

You've put hours into a quote, calculated everything perfectly, and then – silence? That's frustrating and costs real money. But often, silence doesn't mean disinterest; it simply means your client has other priorities right now, or there are still open questions. With the right follow-up, you can still secure these jobs.

Why Following Up Is So Important

Many skilled tradespeople mentally write off a quote if the client doesn't get back to them on their own. This is an expensive mistake: If you don't actively follow up, on average only about 10 percent of quotes turn into orders. Imagine how many lucrative jobs you're missing out on!

Persistence is key. It often takes two to three attempts for a decision to truly be made. However, it's startling to note: Almost half of all service providers (44 percent, according to a 2025 study by Belkins) give up after the very first follow-up attempt. Those who persevere therefore have a huge step ahead of the competition.

Why Clients Don't Respond (and what's really behind it):

When the phone remains silent, it usually has very mundane reasons:

The quote simply got lost in a full inbox (or spam folder).
Internal coordination (e.g., with a partner or property management) is taking longer than expected.
The client is still waiting for comparative quotes from competitors.
There are technical questions or concerns that the client doesn't want to express directly.

The Perfect Time to Follow Up

It's best to take the pressure out of following up right when you submit the quote. Simply tell the client: „I'll briefly get in touch again in a few days to see if everything is clear.“ This creates commitment and doesn't seem pushy at all.

Generally, don't wait too long, but don't be too hasty either. Three to five days after sending is an excellent guideline. The Belkins data mentioned shows that a follow-up after exactly three days achieves a 31 percent higher response rate than the original message. Conversely, if you let five or more days pass, the likelihood of a response even drops by 24 percent below the initial value.

How to Follow Up Correctly: Email or Phone?

Both methods work, as long as they suit the situation and the client. Often, a combination of both is the best approach: First, a brief, non-binding email, and a few days later, a phone call.

The Phone: Personal, direct, and ideal for immediately clearing up questions or refuting objections. This is particularly suitable for higher order values (over 5,000 Euros) or if you already have a good rapport with the client. Show confidence here. Don't ask „Would you perhaps still be interested?“, but rather „When would you like to start the project?“.
The Email: Somewhat more detached and perfect for the first contact after the quote. The client can reply when it suits them, and you have everything directly in writing.

7 Tried-and-Tested Phrases & Email Templates to Copy

Pure „reminder emails“ often read like a dunning letter. Your goal should always be to offer added value, clarify open questions, or initiate the next step. Here are three proven templates for your daily routine:

1. The Pre-warning (when submitting the quote)

Take the pressure out of following up in advance. This creates commitment and doesn't seem pushy:

„I'll briefly get in touch again on [weekday] to see if everything is clear.“

2. The Confident Opening (Phone)

On the phone, don't ask uncertainly about interest, but assume the next step:

„Hello Mr./Ms. [Name], when would you like to start the project?“

3. The Value-Add Approach (Phone)

In the conversation, offer concrete help to draw out the client:

„Have you seen the alternative material selection on page 2? That could be quite interesting for your budget.“

4. The Short Messenger Ping (e.g., WhatsApp)

If you communicate with the client via messenger anyway, keep it very brief:

„Hello [Name], quick check: Did the quote arrive well or do you have any questions? Best regards!“

5. The First Follow-up Email (3 to 5 days after sending)

This is just about showing presence. No pressure, pure service.

"Hello [Client's Name],

I just wanted to check if our quote for [Project/Service] reached you well and if you've had a chance to look at it yet.

If you have any questions or if anything is unclear, please feel free to contact me anytime.

Best regards, [Your Name]"

6. The Second Follow-up Email (1 to 2 weeks later)

Here, you can be more specific and introduce alternative ideas to draw out the client.

"Hello [Client's Name],

I'm following up on our quote for [Project/Service] from [Date]. Since I haven't heard from you yet, I wanted to ensure that everything is to your satisfaction. Have any new questions perhaps arisen on your end? Perhaps there's an adjustment to the materials that would better fit your budget? My goal is for you to get the optimal solution for your project. Please feel free to call me briefly to discuss how we can best achieve this.

Best regards, [Your Name]"

7. Last Attempt: The "Breakup Email" (after 3 to 4 weeks)

Bring about a clear decision and, if necessary, close the case. Remain professional. This email often provokes a response after all, as no one likes to miss a final decision.

"Hello [Client's Name],

As I haven't received any feedback on our quote in recent weeks, I assume your priorities have shifted. I don't want to burden your inbox further. If I don't hear from you by [specific date, e.g., Friday], I will close the quote in our records to reliably plan my capacities. Should this change, or if you require our support at a later point, please feel free to contact us anytime.

Best regards, [Your Name]"

If the Client Still Doesn't Respond (and how you save time)

Sometimes even the best follow-up doesn't help. Especially if you have many quotes out at once, manual tracking quickly becomes a time-sink. This is where digital tools show their strengths. A system like quidly helps you keep track and automates reminders for you. This way, no quote gets lost, and you have your mind free for your actual work.

Legal Considerations When Following Up

Even when following up, there are a few simple rules you should be aware of:

Binding to the Quote (§ 145 BGB): Once your quote is with the client, you are bound by it. If no deadline is specified, a „reasonable“ duration applies (usually 2 to 4 weeks in skilled trades). This can be dangerous with fluctuating material prices! Therefore, always include a specific validity period (e.g., „This quote is valid until...“) in your document.
Data Protection (GDPR) and UWG: For existing clients, following up via email is easily possible under certain conditions. For prospects, you may only follow up if they have actually made an inquiry and it is a quote-related contact. Pure cold acquisition without consent is forbidden.

Note: This article is not legal advice. If in doubt, your Chamber of Skilled Trades or a specialized lawyer can help.

Sources

Frequently asked questions

When is the best time to follow up on a quote?: It's best to announce the follow-up when you hand over the quote. The ideal time for the first follow-up email is three to five days after sending the quote, as this achieves the highest response rate.
How often should I follow up on a quote?: On average, 2-3 follow-up emails are necessary until a decision is made. You can try it in several stages: a first inquiry after 3-5 days, a second after 1-2 weeks, and a final attempt after 3-4 weeks, the so-called "Breakup Email".
Should I follow up by email or phone?: Both are possible. Emails are less intrusive and good for initial contact. Phone calls are more personal and better for directly clarifying questions or discussing objections. A combination is often most effective: first an email, then a call if there's no response.
What to do if the client doesn't respond to the quote?: Silence rarely means disinterest. Often, it's internal processes or open questions. Always offer added value, e.g., clarifying questions, suggesting adjustments, or alternative options. Be persistent, but never pushy. The "Breakup Email" can often provoke a final reaction.
Is following up pushy?: No, active follow-up is a professional part of the sales process and is often expected by the client. It shows your commitment and gives the client the opportunity to clarify open questions. It's important to appear confident and always offer added value instead of just "reminding".