You just sent out a lovely, well-crafted sales quote email. You lean back, pat yourself on the back, and wait for the responses to come flooding in. But alas, the inbox remains dry as a bone. So, what's a person to do? One word: follow up.
(Wait, are those two words? Dang it. 😅)
If done right, follow up emails can be your golden ticket to engagement, responses, and potentially closed deals. They are the backbone of your sales follow up strategies. Sending an estimate follow up email shows the prospect that you care enough about their business to take the extra step. But, not just any kind of follow up will do. If it’s vague, pushy, or too salesy, it can spell disaster faster than you can say "just following up."
BTW, you probably shouldn’t say the phrase “following up” in your follow up email. According to Gong.io, that lowers the chance of booking a meeting by 5%.
What makes a good sales quote follow up email?
Like a five-star pizza, a good sales quote follow up email is tempting, satisfying, and leaves a good aftertaste. It’s friendly, polite, and value-oriented. A dash of personalization, a sprinkle of clear follow-up action, topped with timing perfection—that’s what brings in the responses.
How to write an effective sales quote follow up email
You don't need a magic wand to write an effective sales quote follow up email, but there are some essential ingredients. Let's dive into the sauce, shall we? (Yum.)
Timing your follow up email
Let's spill some truth tea. Timing is vital when it comes to your quote follow up email. Too soon and you come off as desperate. Too late and you're yesterday’s news. While everyone's business is different, a basic rule of thumb is to follow up 2-4 days after sending the initial quote.
Crafting the perfect subject line
Your subject line is the bouncer to your email's private club. It decides whether your email makes the cut or gets tossed out into the recycle bin. Given that 47% of email recipients open emails based on the subject line alone, surely you can wager its importance. Plain, simple, and relevant subject lines usually do the trick.
Structuring your follow up email
A sales quote follow up email should follow the KISS principle—that is, Keep It Short and Simple, m'kay? Start with a friendly greeting, remind them about the quotation, give some value, then gently lead them towards the next step (aka your super clear Call to Action).
Sales Quote Follow Up Email Writing Checklist
Keep it friendly, professional, and direct. Mood of the email? A cool summer's breeze. And always—always—double-check for typos and friendly-yet-professional language.
- Did you wait the right amount of time to follow up?
- Did you reply in the same email thread instead of composing a new email?
- Did you greet them in a casual and friendly manner?
- Did you provide context on why you’re reaching back out?
- Did you remind them what they had to do as a next step?
- Did you double check for typos?
- Did you personalize the email with their name and company information?
- Did you track your follow-up in your CRM?
12 sales quote follow up email templates
Look, we all have those brain-fart moments when we just can't birth anything creative. That's why we’ve crafted some handy-dandy, easy to use templates for your sales quote follow up email.
Generate a sales quote follow up template using AI
Feeling adventurous (or extra lazy) and want something custom-made for your particular situation? Try the Magical AI Template Generator. You can get specific with your prompt (for example, you can ask for 'an email template following up on a sales quote for 30 crates of bananas’) and even choose the tone of voice you want to use.
To generate an unlimited number of email templates, add the free Magical Chrome extension to your browser.
{{ai-generator="/ai-template-generator"}}
Initial quote follow up email templates
Template 1
Hi [Name],
Just checking in on the quotation we sent over last [day]. We wanted to make sure that you received it and to see if you had any questions or needed further clarification?
Looking forward to hearing from you.
Best,
[Your Name]
This follow-up email is friendly, concise, and direct to the point, without being pushy. It restates the purpose of the email (checking up on the quotation sent), and encourages the recipient to respond with any questions. Here’s what our expert sales strategist says about it: "This approach allows the focus to stay on the customer's understanding, contributing to a customer-centric communication style."
Template 2
Hi [Name],
Just a quick note to ask what you thought about the proposal we sent over. We value your opinion and would love to have some feedback from you.
Hope to hear from you soon!
Best,
[Your Name]
This email plays off the psychological influence of asking for the recipient's opinion, showing that you value them and their input. It provides a clear call-to-action, nudging the recipient toward real engagement. Here’s what our expert sales strategist says about it: "Asking for feedback is a tangible way of involving the recipient in the process, fostering a sense of ownership that prompts engagement.”
Template 3
Hi [Name],
Just following up to see if you’ve had a chance to review our quote. It'd be helpful to understand your thoughts and see where we can tailor our offer to better suit your needs.
Kind Regards,
[Your Name]
With this template, you're not just checking in; you're also offering to tailor your offerings to better satisfy your client's needs. Here’s what our expert sales strategist says about it: "This flexibility can be a strong selling point, showing that you're committed to providing a personalized solution."
Template 4
Hi [Name],
Hope this email finds you well. Checking in to see if you've had a chance to look over the quotation we sent. Feel free to drop us a line if any questions, or aspects of our offer need further clarification.
Best,
[Your Name]
This template strikes a balance between being professional and approachable. By making yourself available for questions, you're encouraging the recipient to move forward in the process. Here’s what our expert sales strategist says about it: "Creating an open digital dialogue can help reduce barriers and streamline the communication process in a non-aggressive manner."
Reminder quote follow up email templates
Template 5
Hello [Name],
It’s been a while since we shared our proposal, and we thought it might be a good time to revisit it. Please feel free to share any thoughts or concerns you may have.
Kind regards,
[Your Name]
When looking at this template, it doesn’t feel like you're pressuring the recipient, but instead reopening the conversation on a topic that might have slipped their mind. Here’s what our expert sales strategist says about it: "Reminding them of the discussion places the ball back into their court, without the aggressive 'me, me, me' push."
Template 6
Hi [Name],
Just a friendly prod about the quotation we sent. If you need any more information or if there's any way we can assist, please let us know.
Cheers,
[Your Name]
This light-hearted, helpful reminder-based email can work wonders. Offering help and more information shows your dedication to meeting their needs. Here’s what our expert sales strategist says about it: "Hints of customer service woven into your follow-ups can significantly improve response rates."
Template 7
Dear [Name],
We noticed that our proposal has been sitting in your inbox for a while now. We're here to assist if you have any lingering questions or concerns.
Best regards,
[Your Name]
This template is gentle yet persuasive, indicating that you're observant and proactive while also providing space for their input. Here’s what our expert sales strategist says about it: "Awareness of their actions (or inaction) subtly shows clients that their business matters to you."
Template 8
Hello [Name],
Hope you’ve had a chance to review the proposal we sent earlier. A friendly reminder that we’re eager to hear your thoughts and answer any questions you may have.
Best,
[Your Name]
This friendly reminder is a great way to show eagerness without coming across as pushy. It offers an opportunity to ask further questions, implying the continuity of the conversation. Here’s what our expert sales strategist says about it: "Eagerness, if presented correctly, can show enthusiasm and dedication rather than desperation."
Last attempt quote follow up email templates
Template 1
Hi [Name],
Before our offer expires, we wanted to reach out one last time to check in on our quote. Do you need any further clarifications or additions to our proposal?
Look forward to hearing from you.
Best,
[Your Name]
Expressing urgency while still offering assistance is a delicate dance, but one that can yield successful results. Here’s what our expert sales strategist says about it: "This kind of approach pairs urgency with value, reminding them of your pending offer while gently nudging them to action."
Template 2
Hey [Name],
We have yet to hear back from you regarding the proposal we sent. We'd hate for you to miss out, so we thought one final nudge might help. Any queries you'd like to discuss or help needed?
Cheers,
[Your Name]
This template is similar to a last-call at a bar. It's non-confrontational but very clear. Here’s what our expert sales strategist says about it: "The 'last-call' technique does wonders by creating a sense of urgency but in a friendly tone."
Template 3
Dear [Name],
Our quotation is due to expire soon, and we don't want you to miss out. Let's ensure all your questions are answered and any concerns addressed. Looking forward to your response.
Regards,
[Your Name]
This friendly, yet assertive, follow-up mail creates urgency and indicates your intentional interest in addressing their concerns. Here’s what our expert sales strategist says about it: "The direct yet compassionate tone fosters a sense of urgency without coming off as pushy."
Template 4
Hello [Name],
Although we haven't heard back from you, we think our proposal could bring significant value to your business. As the quote is about to expire, we encourage you to let us know any uncertainties you may have. We're here to help!
Best wishes,
[Your Name]
This last-attempt quote follow-up email indicates your concrete belief in the value of your offer, which can help the client see its potential. Here’s what our expert sales strategist says about it: "By reinforcing the value of your offer, you position it as a missed opportunity, triggering the psychological impulse of loss aversion."
Tips for using sales quote follow up email templates effectively
Personalizing your follow up emails
Remember: humans are on the other end of the email. Make sure you suss out their language and respond in kind. Personalizing your follow up email goes from simply inserting their name and company to referencing the specifics in your quote.
Using clear and direct calls to action
A good line of communication is about keeping the conversation flowing. Guiding the reader to the next step with a clear and direct call to action is just one way your follow up will prove fruitful.
Keeping your tone consistent:
The tone of your email is like the secret ingredient in your grandma's famous apple pie—it's subtle, but it can really make a difference. A professional but warm tone goes a long way in establishing rapport and keeping the line of communication open, and trust us, nobody wants to read an email that sounds like a monotone robot.
Doubling down on value
As the adage goes, it’s all about “what's in it for them”. Your follow-up emails should always emphasize the value your offer brings to their table. Ensure they know exactly how your quote can solve their needs or improve their situation. It’s not just about bagging the deal; it's about providing a solution that sure as maple syrup leads to customer satisfaction.
Humanizing your business
Yes, you’re representing a business, but there’s a human behind every email. Let them see you as a person, not just a faceless mail bot. Crack a (professional and non-offensive) joke, share an anecdote, or express genuine excitement about your product or service. When you show personality in your communications, you're no longer just a business; you're a friend in the field. Let your humanity shine through, but just like a blazing summer sun, don’t overdo it.
Common mistakes to avoid in sales quote follow up emails
Sending too late or too soon
Goldilocks had a point—timing has to be just right. Not too late, not too soon. When in doubt, between 24-48 hours after sending the quotation is a safe window. Ultimately, you should always take into context the individual you’re emailing, how busy their role is, and what is going on at their company.
Being too generic
Yes, templates are great as starting points. But if they remain impersonal and boilerplate, they're as appealing as stale bread. Personalize, personalize, personalize!
Neglecting to follow up
This one seems obvious but it’s so often neglected. Just like watering a plant, it doesn't grow unless you give it attention. Don't be shy to send a friendly nudge or two.
Frequently asked questions
We’ve compiled some FAQs around crafting sales quote follow up emails to help mollify any lingering questions.
Why is it important to send follow up emails after sending a sales quote?
Well, for starters, follow-up emails keep you in your prospects' minds, like a catchy summer jam that keeps playing on loop. It proves you are interested in their business—you aren’t just sending quotes into the wild hoping for a bite. It’s also an opportunity to show that you're there to help and make their lives easier. An effective follow-up email can increase your chances of closing the deal. It's kind of like watering a plant—if you want it to grow, you need to give it the necessary attention.
How can I personalize my sales quote follow up emails?
Ah, the golden question. Personalization is the sparkly magic trick up your email’s sleeve. You can start by addressing the recipient by their name—not just "Dear Business Owner," but "Hi, [Their name]." Beyond that, mention the specifics of your quote, details about their business needs that your product or service addresses, or even a tidbit from a recent conversation. A personal touch can make even a templated email feel like a customized letter. (BTW, Magical is a free Chrome extension that can instantly personalize your email templates. Check out why over 500,000+ sales experts use it.)
What should I include in my sales quote follow up email?
Compose it like a chart-topping hit. Catchy start, great hook, and a memorable end. Start it with a friendly greeting and segue into the purpose of the email. Mention the sent quotation subtly—a reminder, not a sledgehammer. Add some value, explain how you can address their needs, or add specific benefits of your product or service. Wrap up with a clear next step or a call to action. And remember, always, always keep it professional and courteous. You might be the solution they didn’t know they needed.
Following up is easy with Magical on your side
Your follow-up game is now stronger than a bodybuilder on a protein shake diet. A carefully crafted follow up will no longer be shrouded with ambiguity. With these tips, you're ready to turn that quote request into a conversation, and hopefully, into a closed deal. Give yourself a round of applause—and maybe a cheeky celebratory pint.
If you send a lot of these types of emails, do yourself a favor and download the free Magical Chrome extension. This app is a sales pro’s best friend, letting you automate tasks like repetitive messaging, data entry, and filling sheets using the power of AI.
