You invest a lot of time and effort into every quote, calculate precisely, and consider the best solution for your clients. But then: Radio silence? Many skilled trades businesses know this feeling: A quote goes out, but there’s no response. This is not only frustrating but also costs you hard cash.
Why Following Up Isn't Begging, It's a Duty
Creating a professional quote is time-consuming. It often involves several hours of work. If there's no response, that time is lost. Worse still: You lose potential orders and thus revenue. Yet, following up isn't “begging for the job,” but an important service for your clients.
Think from the client’s perspective: Your potential client may have requested multiple quotes. Everyday life is stressful, and the quote quickly slips out of focus. A friendly reminder helps with the decision. Those who don't follow up leave success to chance.
A study even shows: 60 percent of quotes go unanswered because no one follows up. This is a huge opportunity you shouldn't miss.
The Biggest Mistake: Not Following Up at All
Many tradespeople shy away from following up. Either due to lack of time, uncertainty, or the fear of appearing intrusive. But precisely that is the biggest mistake. According to handwerk magazin, the conversion rate must necessarily be above 50 percent to be profitable. Without systematic follow-up, this is hard to achieve.
A quote without follow-up is like bait without a fisherman: It's there, but the fish won't bite on its own. And another important point: Quotes that arrive at the client's after more than five days or remain untouched statistically lose over half of their closing chance.
The Best Time for the First Follow-Up
Timing is crucial. Don't wait too long. The first follow-up should ideally occur 3 to 5 business days after the quote is sent. In some cases, if things need to move particularly fast or the client is already pressing, even after 2 to 3 days. The goal is to reach the client before your quote gets lost in the flood of information or they have decided on a competitor.
How Often Should You Follow Up?
Experts recommend not just following up once. Over 3 to 5 weeks, 3 to 5 contact attempts are reasonable. It's important not to be annoying but to proceed intelligently. This means:
- Not too many attempts without reaction: More than 4 follow-ups without a response seem intrusive and quickly end up in the spam folder or on an annoyed voicemail. In that case, it's better to close the process.
- Regularity instead of accumulation: Distribute your contact attempts over a longer period.
How to Follow Up Correctly: Added Value Instead of “Did it arrive?”
A simple “Did my quote arrive?” is not enough. Every contact should offer added value. Your goal is to make the decision easier for the client and clarify open questions.
Offer real added value with every contact:
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First Contact (Day 3-5): Kindly ask if the quote has arrived and if any initial questions have arisen. Offer directly to clarify any ambiguities.
“Good day Mr. Smith, I just wanted to follow up briefly to see if our quote for your bathroom project arrived well. Have you had a chance to look at it, or have any initial questions come up? I'd be happy to clarify everything with you by phone.”
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Second Contact (Day 7-10): Address specific points in the quote or offer additional information. This shows professionalism and might resolve lingering doubts.
“Hello Ms. Miller, regarding our quote for the facade renovation, I wanted to follow up briefly. Position X (e.g., the special insulation material) is often of interest to our clients because it saves heating costs in the long run. We also have reference photos for this, if you're interested.”
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Third Contact (Day 14-21): Discuss possible adjustments or remind them of deadlines. This can be a final incentive.
“Good day Mr. Schmidt, I'm contacting you again regarding our quote for your kitchen renovation. Is everything clear to you? If you have any customization requests or need to consider a funding deadline, please let me know. We'll certainly find a solution.”
More Added Value Ideas:
- Share references of similar projects.
- Answer frequently asked questions (FAQs) about the scope of services.
- Point out funding opportunities that fit the project.
- Suggest a time for a brief phone call or video call to discuss everything in person.
Phone or Email? The Best Method for You
Both methods have their advantages. The combination is often the most effective.
Phone:
- Advantages: More personal, direct clarification of questions and objections possible, you can sense the client's mood, builds trust.
- Disadvantages: Client is not always reachable, can be perceived as intrusive if called at an inappropriate time.
Email:
- Advantages: Not intrusive, client can respond when it suits them, offers space for detailed information (links, attachments).
- Disadvantages: Less personal, risk of landing in spam or being overlooked, no direct interaction.
Tip: Start with an email, and if there's no response, try by phone afterward. Or vice versa. The key is variety. Personal calls often have the highest closing rate, as they enable direct conversations. Short video calls can also be an alternative.
The System Makes the Difference: Never Forget a Quote Again
Tradespeople rarely have time to manually follow up on quotes. A systematic process is crucial. This can be a simple Excel list where you note the quote dispatch, the planned follow-up date, and the type of contact.
Even more efficient are digital helpers. Tools like quidly support you in keeping track. They automatically remind you of due follow-up dates and help you automate recurring processes without becoming impersonal. This ensures that no quote is forgotten and you use your valuable time optimally.
According to cross-industry CRM statistics, digital quote tracking can shorten the sales cycle by 8 to 14 percent. This is a significant time saving for your skilled trades business.
Legal Aspects: Deadlines and Data Protection (GDPR)
Especially with legal topics, you should always play it safe. Here are the most important points to consider when following up.
Quote and Validity (BGB)
Your quote is generally legally binding according to § 145 BGB, unless you expressly mark it as “non-binding” or “subject to change.” Such a designation gives you flexibility if prices or availabilities change.
Important: Always set an acceptance deadline! According to § 147 BGB, an offer to a present person (e.g., on the phone) must be accepted immediately. To an absent person (email, letter), it can only be accepted within the period in which you can expect the response to arrive under normal circumstances. This is imprecise. To create clarity, always write a deadline in the quote:
“This quote is valid until [date, e.g., in 2-3 weeks].”
A late acceptance is legally considered a new offer. You would then have to accept it yourself for a contract to be formed.
Data Protection when Following Up (GDPR)
Do you need to obtain consent from the client to follow up? The good news is: In most cases, no!
Following up on a quote that has already been requested and sent to a potential client falls under the so-called prospective contractual relationship (Art. 6 Abs. 1 lit. b DSGVO). The client requested the quote and thus initiated pre-contractual communication, the goal of which is a contract conclusion. For this, no separate, explicit consent is required.
This clearly differs from cold acquisition or direct marketing for other products, for which you would need explicit consent in the B2C sector (private clients).
As long as your follow-up relates to the specific quote and its conclusion, you are on the safe side in terms of data protection law.
Note: This article is not legal advice. In case of doubt, your Chamber of Skilled Crafts or a specialist lawyer can help.
What to Do If It Doesn't Work Out?
Even with the best follow-up process, you won't win every job. But even a rejection can be valuable. Follow up again then to get feedback.
“Dear Mr./Ms. [Last Name], Thank you for your response. We are sorry to hear that it didn't work out this time. May we ask what was the deciding factor? Your feedback helps us to improve.”
This shows professionalism, keeps the door open for future projects, and provides you with important insights for your future quotes.
Conclusion: Following Up is Your Revenue Lever
Following up on quotes is not a tedious duty but one of the simplest and most effective methods to increase your conversion rate. With a structured approach, the right timing, and client-oriented messages, you transform untapped potential into concrete orders. Start optimizing your follow-up strategy today – your revenue will thank you for it!