A quote follow-up email should be short, name the quote, and ask one question the client can answer quickly. Below are six complete templates, each with a subject line and a body you can edit and send from your own email. Pick the one that matches what you know about the client's situation. For the wider decision of when to follow up and when to stop, see the quote follow-up guide.
Before a quote follow up email: check the current version
Confirm which version of the quote the client actually has. If you revised the price, scope or dates, name the current version and its date in the message so nobody replies about an older document. Replace the variables in square brackets, read the message once, and send it yourself.
Use these variables throughout:
- [Client name]: the person who received the quote
- [Project name]: the project or service
- [Quote date]: the date of the current version
- [Quote total]: the amount and currency
- [Your name]: your sign-off
Which quote follow up email fits?
| Situation | Template |
|---|---|
| No reply yet, you want to confirm receipt | 1. Receipt check |
| Client mentioned needing sign-off from someone else | 2. Approval check |
| Client said the price may be too high, or went quiet after seeing it | 3. Budget and scope options |
| You changed scope, price or dates | 4. Revised quote |
| Client asked questions and you answered | 5. After a reply |
| Several messages with no response | 6. Closing the loop |
These are choices, not a required sequence. If the client has replied, stop sending the earlier-stage messages and respond to what they said. Any timing is your call; there is no proven best day to send.
Six quote follow up email templates
1. Receipt check
When to send: you sent the quote and want to confirm it arrived.
Subject: Did the quote for [Project name] reach you?
Hi [Client name],
I sent the quote for [Project name] on [Quote date] (total [Quote total]). I wanted to check it reached you and is readable on your end.
Do you have any questions I can answer before you decide?
Thanks, [Your name]
2. Approval check
When to send: the client said someone else needs to approve, or you suspect so.
Subject: Quote for [Project name]: approval status
Hi [Client name],
Following up on the quote for [Project name] dated [Quote date]. Is it with someone else for approval?
If it helps, I can send a shorter summary or answer questions for whoever is reviewing it. Who should I expect to hear from, and roughly when would you like to revisit it?
Thanks, [Your name]
3. Budget and scope options
When to send: the client hinted the budget is tight, or the quote went quiet after they saw the total.
Subject: Options for [Project name]
Hi [Client name],
If the total on the [Quote date] quote ([Quote total]) is a stretch, tell me which part matters most to you. I can look at a smaller first phase or a reduced scope and send an updated quote showing what changes.
Which would be more useful: a smaller scope, or a different order of work?
Thanks, [Your name]
This template offers a change in scope, not an automatic discount. Change the price only if the scope or terms really change, and reflect that in a new quote.
4. Revised quote
When to send: you updated the quote and need the client to use the new version.
Subject: Updated quote for [Project name]
Hi [Client name],
I've updated the quote for [Project name]. The current version is dated [Quote date], with a total of [Quote total]. Please use this one and set aside the earlier version.
What changed: [one-line summary of the change].
Does this version work for you, or is there anything else you'd like adjusted?
Thanks, [Your name]
Label older versions as superseded in your own records so you always know which one is current.
5. After a reply
When to send: the client asked something and you've answered, but they haven't decided.
Subject: Re: [Project name] quote
Hi [Client name],
Thanks for your questions about [topic]. In short: [your answer].
The quote dated [Quote date] still stands as written. Would you like to go ahead, or is there something else you need first?
Thanks, [Your name]
6. Closing the loop
When to send: you've followed up a few times without an answer and want to end politely.
Subject: Should I close the quote for [Project name]?
Hi [Client name],
I haven't heard back on the [Quote date] quote for [Project name], so I'll assume the timing isn't right and stop following up. I'll treat the quote as closed on my side.
If you'd like to revisit it later, reply here and we can pick it back up. I may need to confirm availability and update the quote.
Thanks, [Your name]
Usage rules
- Ask one question per message.
- Name the current quote version and date.
- Don't invent urgency, deadlines or discounts. If you mention availability, make sure it's true.
- Don't discount by default. Ask what's holding things up first; scope and approval are often the real issue.
- If the client says no or asks you not to contact them, stop and record that.
After the client replies
- Yes: send the next document in your process, such as an agreement or deposit invoice, and confirm payment terms in writing.
- Questions: answer them using template 5, then wait.
- Not now: note the date they gave and pause follow-ups until then.
- No: thank them and mark the declined quote as lost in your records. Use withdrawn when you choose to take the quote off the table.
When you send an invoice later, the same plain approach works; see invoice follow-up emails. To agree terms before work starts, see payment terms and asking for payment.
Keeping track in the follow-up tracker
MoneyNudge shows which quotes and invoices need a follow-up today. It drafts each follow-up from your own template; you review it and send it from your own email. It never emails your clients on its own. It keeps a record of what you marked as sent, and when.Frequently asked questions
How do you write a follow-up email after sending a quote?
Keep it short, mention the quote and the date you sent it, and end with one clear question the client can answer quickly. Early follow-ups can simply confirm the quote arrived and offer to answer questions. Later ones can be more direct, asking whether the budget works or whether they'd like to move forward. Avoid long recaps of the original quote; the client already has it, so a short pointer back to it is enough.
How long should you wait to follow up on a quote?
Choose a gap that gives the client time to review the project, and use any decision date they supplied. A receipt check after a few days is one option, not a tested optimum. Later messages should add context or ask a specific question. A reply, revision request or request to wait changes the next step.
What is a good subject line for a quote follow-up?
A good subject line references the quote directly rather than sounding like a generic sales email: something like "Following up on your quote" or "Quick follow-up: [Project name]." Naming the actual project or including the date you sent the quote helps a busy client recognize the email immediately, rather than needing to open it to remember what it refers to. Avoid anything that sounds urgent or salesy if nothing has actually changed.
How do you follow up on a quote without sounding desperate?
Space your messages out, keep each one brief, and give the client an easy way to say not yet without any awkwardness. Adding something useful, such as a helpful example or an answer to a likely question, reads as attentive rather than needy, even on a second or third email. Avoid fake urgency or repeating the same message with no new information, since both tend to make a follow-up feel more desperate rather than less.
Should you offer a discount when following up on a quote?
Ask what is preventing a decision before changing the price. If the client identifies a budget limit, discuss a smaller scope, phases or removing optional extras. These are options to agree together, not proven ways to win the quote. Record the revised scope and price clearly so there is one current version to discuss.