A quotation follow-up is needed because silence is rarely a decision. It is usually a client who is busy, waiting on someone else, or comparing your quote against one they have not received yet.
The validity date is what gives you a legitimate reason to make contact, which is why it is worth putting on every quote.
A quotation follow-up sequence
- Day 2. Confirm it arrived and offer to walk through anything unclear. This is a service message, not a chase.
- Day 7. Phone. Ask whether the scope matches what they had in mind. You often learn the real objection here.
- Day 12. Email flagging that the quote expires shortly, and offering to extend if they need time.
- After expiry. One short note saying the price is no longer held, with an offer to requote.
Four contacts across two weeks, each with a reason to exist. That is persistence. Six identical follow-ups saying just checking in is something else.
What to ask
Weak: Just following up, any news?
Better: Is the scope right, or is there something in there you would rather I took out?
The second version gives a client an easy way to tell you the price is too high without saying so, and it often turns a dead quote into a smaller job.
Reading the answer
- Still deciding. Ask when they expect to decide, then diarise it.
- Waiting on someone. Ask who, and whether they need anything from you for that person.
- Comparing. Ask what the other quotes cover. Scope differences are usually the gap, not price.
- No response at all after four contacts. Stop. Requote in six months.
Common questions
How many times should I follow up?
Three or four, spread across the validity period. Beyond that you are training the client to ignore you.
Should I drop the price to close it?
Reduce scope rather than price where you can. A discount teaches the client that your first number was negotiable.
Is it worth following up on small quotes?
One message, yes. The time cost has to match the job.
Set a validity date on every quote and you always have a reason to follow up.
Create a professional quotationDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
