You have explained the work, worked out the price and sent the quote. Now you need a clear next step. A simple follow up routine helps you stay organized and gives the customer an easy way to respond.
Start before you send the quote
Check that the quote explains the work included, the price, any exclusions and the next step. If the price or your availability has a time limit, state it clearly. Ask when the customer expects to decide, then record that date.
Before closing the customer record, note three things: when you sent the quote, its current status and when you will follow up. This makes the next action easier to find when you are busy with other work.
Use a follow up schedule that fits the job
The timing below is a starting point, not a rule. A small repair may need a faster answer than a large project. If the customer gave you a decision date, use that agreement instead.
| When | What to do |
|---|---|
| When the quote is sent | Confirm the customer has the quote and explain how to accept or ask a question. |
| Two or three working days later | Check that they received it and ask whether anything needs explaining. |
| About a week later | Ask whether they have a decision date or need to adjust the scope. |
| At the agreed closing point | Send a final polite note, then update the record instead of chasing indefinitely. |
Three messages you can adapt
Replace the bracketed details before sending. Use the communication channel the customer has agreed to use with your business.
1. Check that the quote arrived
Hi [Name], I’m checking that you received the quote for [work]. Please let me know if you would like me to explain anything. If you are ready to proceed, the next step is [next step]. Thanks, [Your name].
2. Ask about the next decision
Hi [Name], I’m following up on the quote for [work]. Are you still considering it, or is there anything you would like to discuss? If you have a likely decision date, I can note that and follow up then.
3. Close the loop politely
Hi [Name], I’ll close this quote for now so I can keep my work schedule up to date. If you would like to revisit it, please get in touch and I can confirm the current price and availability. Thank you for considering us.
Keep the record useful
- Keep the quote linked to the right customer.
- Record the quote value and a clear description of the work.
- Use Open while a decision is pending, then update the status when you receive an answer.
- Set the next follow up date instead of leaving it to memory.
- If the scope changes, make sure the customer understands which quote is current.
Avoid these common mistakes
Do not send the same message every day, invent a deadline or promise availability you cannot hold. Avoid sending repeated follow ups after the customer has declined. An unanswered quote is also a reason to review how clearly you explained the work, rather than immediately cutting the price.
Put the routine into your workspace
Service Quotes gives your team a place to record quote values, statuses and follow up dates. Your dashboard helps keep the next action visible. You decide when and how to contact the customer; the tool does not send these customer messages for you.