5 Quote Follow-Up Email Templates You Can Copy Today (and How to Automate Them)

You sent the quote. The customer said "looks good, I'll get back to you." That was nine days ago.

Most quotes are not rejected - they are forgotten. The customer got busy, your email slid down their inbox, and the job quietly went to whoever followed up first. The fix is not a better quote. It is a follow-up system.

Here are five templates you can copy today, the timing that works, and how to make the whole thing send itself.

The Timing That Works

Before the templates, the schedule. Three touches over two weeks is persistent without being a pest:

• Day 2 - gentle check-in (they probably just have not opened it)
• Day 7 - useful nudge (add something helpful, not just "checking in")
• Day 14 - friendly last call (create a reason to decide)

If there is still silence after that, park it for a month, then send the revival email. And whenever you hear a "no", send the feedback ask - it is where the improvement comes from.

One rule above all: the moment they reply, the sequence stops.

Template 1: The Day-2 Check-In

Subject: Your quote for [job]

Hi [name],

Just making sure my quote for [job] landed in your inbox okay - sometimes they end up in spam.

Happy to walk you through anything or adjust the scope if it is not quite right.

[Your name]

Short on purpose. You are not selling; you are confirming delivery and opening a door.

Template 2: The Day-7 Useful Nudge

Subject: A thought on your [job]

Hi [name],

While your quote is still open I thought I'd mention: [one genuinely useful detail - e.g. "if we lock this in before the end of the month I can schedule it in the school holidays" or "the material price in your quote is held until the 20th"].

If the timing is not right, no stress - just let me know where you are at.

[Your name]

The middle follow-up fails when it says "just checking in". Give one real, specific reason for the email and it reads as service, not sales.

Template 3: The Day-14 Friendly Last Call

Subject: Shall I close off your quote?

Hi [name],

I am tidying up my open quotes for the month. Would you like me to keep yours for [job] open, or close it off for now?

Either way is completely fine - I just did not want it to slip through the cracks.

[Your name]

Asking permission to close is the polite version of a deadline. People who meant to say yes usually say it now.

Template 4: The 30-Day Revival

Subject: Still thinking about [job]?

Hi [name],

A few weeks back I quoted your [job]. If it is still on your list, happy to take another look - and if prices or scope have moved, I'd rather requote it than have you working off stale numbers.

If you went another way, no hard feelings at all. Good luck with it!

[Your name]

Jobs come back to life all the time - budgets clear, other quotes fall through, tenants complain again. Be the quote that is easy to restart.

Template 5: The Feedback Ask (When You Lose)

Subject: Thanks for considering us

Hi [name],

Thanks for letting me know. Can I ask one quick favour? A one-line reply on what made the difference - price, timing, or something else - would genuinely help me improve.

Either way, all the best with the [job].

[Your name]

You will not always get an answer, but the answers you do get are gold. And a graceful loss is often the reason you win the next quote from them.

How to Automate the Whole Sequence

Sending these manually works until the day you are busy - which is every day. The automated version:

1. Trigger: a quote is sent (from Xero, your job management tool, or even a labelled email).
2. Wait and check: the system waits 2 days, checks whether the customer replied, and only sends the next template if there has been silence.
3. Stop on reply: any response from the customer ends the sequence instantly and flags the thread for you.
4. Track: every open quote sits in one list with its age and last touch, so nothing depends on memory.

Tools like Zapier, Make or n8n can run this against a mailbox, and job management tools often have some of it built in. The fiddly part is the reply detection and the stop conditions - get those wrong and you become the business that emailed "just checking in" after the customer already said yes.

That plumbing is exactly what we set up for Melbourne small businesses - see quote follow-up automation, or grab the templates above and run them manually. Both beat silence.