Choose the next step your customer actually needs
1. No response to a current quote
Use when the quote is still valid, the customer has not replied and no colleague is already handling the conversation.
Subject: Any questions about quote [reference]? Hi [first name], I’m checking whether you have everything you need to review our quote for [scope]. It includes [key inclusion] and is valid until [date]. You can reply with questions or tell me if the requirements have changed. If you’re ready to proceed, the next step is [actual acceptance step]. Thanks, [name]
When to stop or change the follow-up: Stop after a reply, acceptance or decline. Route a change request into a revised quote; do not continue the no-response sequence.
2. Details are missing before you can finish the quote
Use when you need specific information to prepare an accurate offer. This is a clarification, not a reminder to accept an unfinished quote.
Subject: Two details needed for your [service] quote Hi [first name], To finish your quote for [scope], could you confirm [detail one] and [detail two]? These affect [price, availability or delivery]. We’ve already recorded [known details], so you don’t need to send those again. Once we have the missing information, we can [accurate next step]. Thanks, [name]
When to stop or change the follow-up: Stop asking once the information arrives. A conflicting answer goes to review; a missing answer does not become permission to guess.
3. You have sent a revised quote
Use after the revised document has been checked and sent. Confirm the version, difference and whether anything still needs approval.
Subject: Your revised quote [reference] for [scope] Hi [first name], We’ve updated version [number] to include [requested change]. The revised total is [currency and amount], a change of [amount] from the previous version. [Explain any remaining condition.] Please review the attached or linked revision and confirm through [acceptance step] if it matches what you need. [State whether dates or stock are held, using the actual policy.] Thanks, [name]
When to stop or change the follow-up: Replace the older quote link with the current version. Stop the old reminder sequence and request approval only for the checked revision.
4. The customer is waiting for internal approval
Use after the customer has told you they need approval. Work with their stated decision date rather than applying a generic chase schedule.
Subject: Anything your team needs to review [scope]? Hi [first name], You mentioned that your team is reviewing the proposal for [scope]. Would a breakdown of [relevant cost or scope] help with that decision? The current quote is valid until [date]. If your approval timeline has changed, let me know so we can explain what needs to be rechecked. Thanks, [name]
When to stop or change the follow-up: Respect the agreed follow-up date and any request to stop. Recheck price and availability if approval runs past validity.
5. The quote has expired
Use after checking that the quote is expired and has not already been accepted. Do not imply the old price or availability still applies.
Subject: Would you like us to refresh quote [reference]? Hi [first name], The quote we sent for [scope] expired on [date]. If the project is still going ahead, we can recheck the dates, scope and pricing and prepare an updated offer. Please let me know what has changed, or if you would prefer us to close the inquiry. We’ll wait for your reply before preparing a new version. Thanks, [name]
When to stop or change the follow-up: Close or pause the expired sequence. Reopening the inquiry requires fresh checks; do not manufacture urgency or automatically renew an old price.
Check the conversation before following up
Read the latest reply, quote version, validity date and customer preference. Confirm who owns the next action. A request for clarification, a change of scope and an approval reminder require different messages. Send through your normal customer communication process and respect requests to stop.
When should you follow up on a quote?
Use the decision date agreed with the customer, the quote’s validity and the type of work as the starting point. If no date was agreed, decide an appropriate follow-up window for that customer and stop after a clear response or request to stop. There is no universal cadence established by these examples. Avoid repeated reminders while the next action belongs to your own team.
When the reply changes the work
“We need three machines instead of two, for an extra day. Can we stay within $5,500?”
That reply should stop the original reminder, reopen the scope and trigger pricing and availability checks. Our worked sales quote example shows the original quote, a CAD $5,229 revision and the checks still needed before sending. A friendly follow-up cannot substitute for those operational steps.
Automate the decision as well as the wording
We configure the agreed Everybooking workflow to recognize the conversation state, use approved information, prepare the right document and route exceptions to your team. Email workflow automation explains the inbox side; sales quote automation covers pricing and revisions.
If you want a complete customer-facing document, use our venue proposal template. For self-service software templates, explore Everybooking’s template collection. Zero Second Offers provides the scoped implementation service.
Start with the service quotation template if you also need a clear quote to send.