How to follow up on a quote: timing, templates, and when to stop
General information, not legal advice. Practical tips for service businesses (plumbers, electricians, HVAC, cleaners, contractors, and more) that send estimates. Your customers and situation may differ.
Many quotes simply never get an answer. In Billbooks' Quote Study (1,125 quotes from 43 small businesses, September 2026), 45.5% of quotes at least six months old never got a response (Billbooks). Silence usually doesn't mean "no." People get busy, the email gets buried, or they have a question they haven't asked. A few polite follow-ups can bring a lot of those conversations back.
When to follow up
A simple schedule that's helpful without being pushy, counted from the day you sent the estimate:
- Day 2: make sure it arrived and offer to answer questions.
- Day 5: ask if they have questions about scope, options, or timing.
- Day 10: check whether plans changed; offer a different option or budget.
- Day 21: a last, friendly "should I keep this open?" note.
Adjust for the job. Emergency repairs move in hours, so call the same day. Big remodels or installs can take weeks of thinking, so space follow-ups out. Send during business hours on weekdays.
What to say (and what not to)
- Be useful, not pushy. Offer to explain, adjust, or schedule. Each follow-up should give them a reason to reply.
- Mention the estimate number, the job, and the amount so they don't have to dig.
- Make replying easy. One clear question, like "Would you like to go ahead, or should I adjust anything?"
- Only state real deadlines. If the estimate really is valid until a date, or your schedule really is filling up, say so. Don't invent "today only" pricing or fake urgency.
- Skip the guilt. No "I've emailed you three times." No pressure tactics.
- Give an easy out. "If now isn't the right time, no problem" makes people more likely to answer honestly.
Copy-paste follow-up emails
Replace everything in [brackets].
Day 2: Did it arrive?
Subject: Your estimate from [Business] (#[number]) Hi [Name], Thanks again for the chance to quote your [job, e.g., water heater replacement]. I wanted to make sure estimate #[number] ([amount]) reached you okay. If you have any questions about the scope, materials, or timing, just reply here and I'll be glad to help. Thanks, [Your name] [Business] | [Phone]
Day 5: Any questions?
Subject: Any questions about estimate #[number]? Hi [Name], I'm following up on the estimate we sent on [date] for [job]. Sometimes a quote raises questions, like options, scheduling, or what's included. Happy to walk through any of it by phone or email. If you'd like to go ahead, just reply and we'll find a time that works. Thanks, [Your name]
Day 10: Plans changed?
Subject: Checking in on your project (estimate #[number]) Hi [Name], Just checking in on estimate #[number] for [job]. If your plans have changed or you need a different option or budget, let me know and I can adjust the quote. If now isn't the right time, no problem at all. Thanks, [Your name]
Day 21: Keep it open?
Subject: Should I keep estimate #[number] open? Hi [Name], I don't want to fill your inbox, so this is my last follow-up on estimate #[number] for [job]. If you'd still like the work done, just reply and we'll pick it right back up. If you've decided to go another way, a quick note helps us keep our records current. Thanks for considering us. [Your name]
Optional: a short text (only if they agreed to texts)
Hi [Name], it's [Your name] from [Business]. Just checking you got the estimate for [job]. Happy to answer any questions. Reply STOP to opt out.
Only text customers who have agreed to receive texts from you, and honor opt-outs right away.
When to stop
- They said yes (or you turned the estimate into an invoice or job).
- They said no. Thank them, and maybe ask what would have changed their mind.
- They replied with a question. Stop the sequence and answer them personally.
- They asked you to stop or unsubscribed.
- You've sent your last follow-up. Four touches over about three weeks is plenty. After that, file it and move on.
Marketing-type emails need an easy way to opt out and your business's postal address. Even for one-to-one follow-ups, honoring "please stop" right away is simply good business.
Tips that make quotes easier to say yes to
- Send fast. The day of the visit if you can.
- Make it clear: what's included, what isn't, how long it takes, and when you could start.
- Offer options: good/better/best, or repair vs. replace.
- Let them accept easily: an "accept" button or "just reply yes" line.
- Keep notes: what they cared about (price, timing, brand) so your follow-up speaks to it.
FAQ
How many times should I follow up on a quote?
Three or four times over about three weeks is a reasonable default for most service jobs. Stop as soon as they reply, accept, decline, or ask you to stop.
How soon should I follow up after sending an estimate?
About two days later is a good first check-in: soon enough that the job is fresh, late enough that they've had time to look.
Is it pushy to follow up?
Not if each message is helpful, short, and polite, and you stop when asked. Many customers appreciate the reminder.
Should I offer a discount in my follow-up?
You don't have to. Offering a different option or scope often works better than cutting price. If you do change the price, make it a real offer, not fake urgency.
Can I automate quote follow-ups?
Yes. Many tools can send follow-ups on a schedule. Make sure they stop automatically when the customer replies or accepts, and that you approve what's sent in your name.
Want these drafted for you? BotFit Quote Chaser reads your open estimates in QuickBooks Online, drafts polite follow-ups on a schedule, and you approve every email before it's sent. Early access is open.