Practical templates
What to send after a quote gets no reply
After sending a quote, follow up with a short email that identifies the proposal, asks whether anything is unclear and offers one useful next step. Use the customer’s agreed decision date when there is one. Stop or change the follow-up when they reply, decline or ask for more time; silence is not acceptance.
Choose the reason for contacting them
A quote follow-up is different from replying to a new enquiry. The customer already has an offer to consider. Before writing, check that it reached the intended person, the scope is still accurate and another colleague has not already received a response.
| Situation | Useful purpose | Avoid |
|---|---|---|
| Receipt is uncertain | Confirm they can open the proposal. | Assuming silence means refusal. |
| Scope is unclear | Invite the missing question or decision. | Repeating the same sales pitch. |
| A decision date was agreed | Check whether that plan has changed. | Inventing a deadline. |
| A real quote expiry is approaching | Explain the actual validity condition. | False scarcity or an unsupported price threat. |
There is no universal best number of days between messages. Follow the timing the customer agreed and the needs of the job. If none was agreed, make a reasonable, non-repetitive contact and ask how they would like to proceed.
Copy the message that fits the situation
1. Check receipt
Subject: Did the proposal for [work] reach you?
Hello [name], I sent the proposal for [specific work] on [date]. Could you confirm that you received it and can open the document? If anything is unclear, I can explain it or send the information another way. [Sender]
2. Clarify the scope
Subject: Any questions about [proposal reference]?
Hello [name], is there any part of the proposed [work] that you need clarified before deciding? In particular, we still need to confirm [genuine open item]. I can answer by email or arrange a short call if that is easier. [Sender]
3. Return at an agreed decision point
Subject: Next step for [work]
Hello [name], you mentioned reviewing the proposal around [agreed date]. Has that timing changed? Please let me know whether you would like to proceed, need a change to the scope or prefer us to revisit it later. [Sender]
Replace every bracketed item. Do not claim the customer agreed a date if they did not.
Use real conditions and close the loop respectfully
4. Explain a genuine validity condition
Subject: Validity of proposal [reference]
Hello [name], proposal [reference] is valid until [actual date] because [real reason stated in the offer]. If you need more time, tell us and we will confirm whether the same scope and terms can still be offered. This message does not reserve a start date or change the agreement. [Sender]
5. Pause an inactive conversation
Subject: Shall we pause [work]?
Hello [name], I have not heard whether you would like to continue with [work]. I will pause our follow-up for now. If the project becomes relevant again, reply and we can review the scope and availability together. Thank you for considering us. [Sender]
Do not send these as an automatic five-message sequence. Select the message justified by the situation. Stop after a clear decline or a request not to be contacted, and follow applicable communication preferences and rules.
Worked example and next-action record
Fictional example: Morgan requested a quote to repaint a reception. The proposal was sent on 12 March, with an agreed review on 19 March. Morgan has not confirmed the colour selection.
Subject: Reception repaint — colour selection and next step
Hello Morgan, you mentioned reviewing the reception repaint proposal on 19 March. Is that still the right timing? We also need your colour selection before confirming the materials. Reply with any questions, or let me know if you would prefer to revisit the work later. Thanks, Alex.
- Owner: Alex; cover person: Sam.
- Evidence: proposal reference, sent date, agreed review date and the missing colour choice.
- Next action: record Morgan’s reply and update the owner or timing.
- Stop condition: reply, decline, contact preference or scope change requires review before another message.
Keep the record in an appropriately authorised shared place, not only a private inbox. If the quote is accepted, hand over the actual agreed scope; a positive email does not prove payment or delivery readiness.