What to do after sending a quotation
You send a quotation and wait. A week passes without a reply. You may wonder whether the customer is still interested, has chosen another supplier, or simply has not had time to respond.
Following up gives the customer a chance to ask questions or tell you what they have decided. It also helps you keep track of the opportunity instead of leaving the next step to memory.
A simple follow-up schedule
Use this as a starting point and adjust it to the customer, the job, and the quotation's expiry date.
Day 1: Send the quotation.
Include a short message that explains what is attached, when the quote expires, and how the customer can approve it or ask a question.
Day 3: Check that it arrived.
Keep the message short. Ask whether they received the quotation and offer to clarify anything.
Day 7: Ask if they need a change.
The customer may be comparing options or waiting on more information. Ask whether the scope, timing, or price needs to be discussed.
Day 14: Close the loop.
Let the customer know you are checking in once more. Ask them to tell you if they want to proceed or if the timing has changed.
If the customer has given you a date for a decision, follow up around that date instead. Stop the reminders if they decline or ask you not to contact them.
Messages you can adapt
Day 3
Hi [Name], I am checking that you received the quotation I sent on [date]. Let me know if you have any questions or would like to discuss anything.
Day 14
Hi [Name], I wanted to check in once more about the quotation from [date]. Would you like to proceed, discuss any changes, or leave it for now?
Use the customer's name and refer to the actual quote or job. A specific question is easier to answer than a generic "just following up."
Follow-up habits that cause problems
- Contacting the customer repeatedly within a short time
- Sending a vague message that does not say what response you need
- Leaving a quotation open without a validity date
- Relying on memory to decide when to follow up
A short, well-timed message is usually enough. If you do not receive a reply after a reasonable number of attempts, record the outcome and move on.
How Oomli helps you follow up
Oomli keeps quotations and follow-up reminders together. You can check whether a quote is pending, viewed, or expired, set reminders, and follow up from the same platform.
Keep quotation follow-ups on track with Oomli.
No credit card required. Free to get started.
Further reading
- Free quotation software Malaysia
- Quotation vs invoice
- How SMEs lose sales opportunities