Quote follow-up email templates

In short: follow up three times, each tied to a real event: two to three days after sending, a few days before the quote expires, and once after it closes. Name the quote number and total every time, and offer something useful.

The three follow-ups

Copy one, replace the parts in {braces}, and send.

1. Two to three days after sending

A short, helpful check-in. Offer to adjust something rather than just asking for a decision.

Two to three days after sending

Subject: Re: Quote {quote number} for {short description}

Hi {first name},

Following up on quote {quote number} for {short description}, sent {day}. Total is {total}, with {lead time} lead time.

Do you need anything changed: quantities, an alternate finish, or a split delivery? Happy to revise it today.

Thank you,
{your name}
{company} | {phone}

2. A few days before the quote expires

Supplier prices move. A real expiry date is a fair, non-pushy reason to reach out.

A few days before the quote expires

Subject: Quote {quote number} pricing holds through {expiry date}

Hi {first name},

A quick heads-up: pricing on quote {quote number} ({short description}) is good through {expiry date}. After that I’ll need to re-check supplier costs and lead times.

If the job is still moving, a PO before then locks it in. If the timing changed, just let me know and I’ll requote when you’re ready.

Thank you,
{your name}
{company} | {phone}

3. After the job goes elsewhere or goes quiet

Ask for one piece of feedback. It improves your next quote and keeps the door open.

After the job goes elsewhere or goes quiet

Subject: Re: Quote {quote number}, quick question

Hi {first name},

I’m guessing quote {quote number} didn’t work out this time, and that’s fine. Was it price, lead time, or something else? One word helps me sharpen the next one.

I’d still like to quote your next {product type} request whenever it comes up.

Thank you,
{your name}
{company} | {phone}

Questions

When should I follow up on a quote?

Two to three business days after sending, again a few days before the quote expires, and once more after it closes. Three short touches tied to real events work better than frequent “just checking in” emails.

What should a quote follow-up email say?

Reference the quote number, the item and the total so the buyer does not have to search, then offer something useful: a revision, an alternate, or the expiry date. Keep it under 80 words.

Should I follow up by email or phone?

Email first, because buyers forward quotes internally and need the numbers in writing. Call for large quotes or when two emails go unanswered.

Can quote follow-ups be automated?

Partly. MySourceBot’s AI employee, Otto, puts your validity date on every quote he builds, so you always know when pricing expires. Drafted follow-ups are on the roadmap, and like everything Otto does, they will wait for your OK before sending.

Asking suppliers for prices first? Use the supplier RFQ email template.

Get the quote out faster in the first place

Otto, MySourceBot’s AI purchasing employee, turns a customer’s RFQ into a priced quote with your markup and validity date, ready on your phone. The faster the quote, the fewer follow-ups you need. Watch him work.

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