The measurements have been taken, material prices are calculated daily, and the finished quote is delivered to the customer on time. But instead of a prompt acceptance or rejection, absolutely nothing happens in the following days. The document seems to have simply drowned in the customer's daily flood of information.
Many skilled tradespeople know this frustrating moment all too well. The considerable time and effort invested in a precise calculation threaten to be wasted. This is not only annoying but also throws away hard-earned money. The good news: It doesn't have to stay that way. With a simple system and the right words on the phone, you can successfully win back a large portion of these seemingly lost jobs.
Why You Absolutely Should Follow Up on Quotes Systematically
Imagine: You've submitted an expertly prepared quote, but it's still not accepted. In very few cases is this because your service was too poor or too expensive. Much more often, the document simply gets lost in the customer's stressful daily routine, or small detailed questions remain unanswered, causing the customer to hesitate.
The reality in the industry is sobering: Only about 20% of all quotes are systematically followed up by skilled trades businesses. At the same time, around 60% of quotes remain unanswered because no one bothers to follow up after sending them. This means that a huge revenue potential lies completely untapped.
Did you know that 44% of self-employed individuals give up after the very first contact attempt? Yet sales studies clearly show: A full 80% of sales closures require at least five customer touchpoints. A single, well-placed phone call can already make a decisive difference here.
Your primary goal as a tradesperson is to turn calculations into actual construction projects. A profitable and healthy order conversion rate in your business should necessarily be above 50%. To achieve this, the telephone is your most effective tool. It's personal, direct, and allows you to immediately clarify uncertainties or professionally address objections. Added to this is a psychological factor: It is much harder for customers to give a direct refusal on the phone than to ignore an email.
The Perfect Time for Your Call
When following up, timing is crucial. If you call too early, you quickly appear pushy. If, however, you wait too long, the customer may have already lost sight of the project or, in the worst case, chosen a faster competitor.
The optimal time for a call is usually 3 to 14 days after sending the quote. For purely digital quotes, which are generally read faster, an initial contact is recommended after just 5 to 7 days. A friendly, non-binding call after a few days can already secure many jobs.
An important pro tip: It's best to announce your follow-up call in the quote itself or in the accompanying email. This way, the customer is informed and won't be surprised by the ringing.
"We will contact you by phone in about a week to discuss any questions you may have about the quote."
How to Best Prepare for the Conversation
A successful follow-up conversation is not a coincidence but the result of solid preparation. This only costs you a few minutes but makes a huge difference in external perception:
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Have all info ready: Have the relevant quote open in front of you when you pick up the phone. Know the exact details, prices, and services offered. This way, you can answer specific questions quickly and confidently.
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Customer info in mind: What exactly was the project about? What specific needs or concerns did the customer have during the on-site visit? Are there any structural peculiarities you noted down?
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Anticipate possible objections: Think in advance about what questions the customer might have (e.g., regarding construction time, material alternatives, or price). Prepare conclusive answers for these beforehand.
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Set a clear goal: What exactly do you want to achieve with this call? Schedule a final start date for construction? Clarify any remaining uncertainties?
A systematic approach is golden here. Digital tools like quidly automatically remind you of the right time for the call and provide you with all important information about the respective quote at a glance. This way, you are always perfectly prepared.
Your Conversation Guide: Step by Step to the Job
Avoid stale standard phrases. A good follow-up conversation is a discussion at eye level, where you actively help the customer make the best decision for their construction project.
1. The Introduction: Brief and Friendly
Clearly introduce yourself and state the specific reason for your call. Avoid closed questions like "Have you already read the quote?" – that puts the customer under pressure if they haven't had time yet. Instead, use open, helpful phrasing:
"Good day, Mr. Mustermann, this is [Your Name] from [Your Company]. I'm calling about our quote from [Date] for [briefly name project]. I just wanted to check if everything arrived well and if you perhaps already have any questions about the individual items?"
2. The Core of the Conversation: Value, Not Just Price
In the main part, focus on the benefit for the customer and the skilled solution your quote offers. Listen carefully when the customer speaks. Open questions help you understand their concerns:
"Which points are particularly important to you when deciding on this job?"
"Are there any aspects in the document that are still unclear to you or that we should discuss in more detail?"
How to handle objections confidently:
If the price is too high:
"I completely understand that budget plays an important role. May I ask which aspects of our quote you'd like to know more about here? We deliberately included [Quality/Service X] to guarantee [Benefit Y] and thus create long-term value and security for you."
If the customer is still comparing:
"Thank you for your openness! What points particularly stood out to you in the other quotes, and where can we perhaps provide some clarity or offer added value?"
If the customer currently has no time: "
"Absolutely understandable. When would it be more convenient for us to have another brief phone call? I just want to make sure we can clarify all your questions at your leisure."
Always present yourself as a confident problem-solver, not a supplicant. Stay flexible – often there are material alternatives or small adjustments to the quote that ultimately better fit the customer's budget.
3. The Close: Define Next Steps
At the end of the phone call, it is extremely important to agree on a very concrete next step. This keeps the ball in play and prevents the project from falling through:
"Shall we have a brief call next Tuesday to discuss the remaining points?"
"When would it be best for you if I came by again briefly to clarify this detail directly at the property?"
4. If No Reaction: Persistent, But Not Annoying
Sometimes you don't reach the customer immediately despite calling. Don't give up on the first try! Up to three follow-up attempts are generally absolutely tolerable. However, it's important to have a new, meaningful hook for each contact:
"I've reviewed our project again and had an interesting idea regarding [X] that you might like. I just wanted to check if the quote is still relevant to you."
An assistant like quidly helps you keep an exact overview of all these follow-up actions, so you know precisely how often you've followed up with each customer.
What to Do in Case of a Final Rejection?
Even if it doesn't work out: It's not a disaster! If the customer chooses a competitor, kindly inquire about the reason for the rejection. This helps you immensely to learn for future calculations and optimize your own processes:
"Thank you for your honest feedback. May I ask, purely out of interest, what was ultimately decisive for your decision? All feedback helps us to further improve our service."
Thank the customer for their time and leave a positive, professional impression. Who knows – perhaps they'll remember this professionalism precisely for their next construction project!
Legal Aspects of Telephone Follow-ups
It is particularly important that you know the general rules for telephone contact in Germany. There are important differences between private and business customers here:
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Private Customers (B2C): Following up on an already requested and sent quote is generally unproblematic, as a pre-contractual obligation already exists here. For pure advertising calls (cold calling) to private customers, however, explicit prior consent is always required. Without this permission, such calls are prohibited and can lead to expensive warnings.
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Business Customers (B2B): Here, the legal situation for acquisition is slightly less strict. A so-called "presumed consent" is often sufficient, provided there is a direct factual connection between your call and the professional environment of the person called (e.g., if you, as a building cleaner, want to submit a quote to a property management company).
Important notes for your business:
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Documentation Requirement: Even for business customers, briefly note why you assumed a legitimate interest.
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Show Caller ID: Suppressing your own phone number is legally prohibited for business calls.
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Data Protection (GDPR): Only record the data in your software that you truly need for quote preparation.
(Status of legal classification: July 2026)
Note: This article is not legal advice. In case of doubt, your Chamber of Skilled Trades or a specialized lawyer can help.
Sources
- How to Properly Follow Up on Quotes by Phone: Acquisition Tips for Practice - Sales Training Sales Training Sales
- 5 Tips for Successfully Following Up on Quotes
- Following Up on Quotes: How to Win More Jobs
- Following Up on Quotes: What to Do When Customers Don't Respond?
- Following Up on Quotes - The Best Tips and Strategies for More Sales