15 Best Quotation Follow-Up Emails That Work

Following up after sending a quotation is often the pivotal moment where a deal can either progress or quietly stall.

This guide is designed to help you navigate the art of writing a quotation follow-up email that’s professional, respectful, and effective.

We’ll walk you through when to follow up, how to craft your message to keep it natural yet persuasive, and share practical email templates that will help you connect with your prospects without feeling pushy.

Whether you’re new to follow-ups or refining your approach, these tips will guide you every step of the way.

Why a Quotation Follow-Up Email Matters

After sending a quote, many businesses believe the deal is as good as done. In reality, most quotations don’t fail because of pricing. They fail because there’s no follow-up.

Prospects often need more time to evaluate a proposal, and silence doesn’t always mean rejection. It’s crucial to understand why timely follow-ups are essential to keep the conversation alive and increase the chances of closing the deal.

Silence Often Signals a Lack of Prioritization

Silence after sending a quotation doesn’t necessarily indicate disinterest or rejection. In many cases, it’s a sign that the prospect’s internal priorities have shifted, or they’re busy with other pressing matters.

Your quote may not have been given the attention it deserves due to other ongoing projects or approvals. By recognizing this, you can avoid sounding impatient and instead craft a professional follow-up that reminds them of your offer without being pushy.

The Decision-Making Process Takes Time

When prospects are evaluating multiple options, or when the decision requires input from several stakeholders, the process can take longer than expected.

It’s not uncommon for responses to be delayed.Buyers often need time to review the proposal and consult with others in their team or budget departments.

A delayed response doesn’t always mean a “no.”A timely follow-up shows you understand that decision-making takes time and helps nudge the conversation forward.

Buyers Appreciate Clarity and Professionalism in Follow-Ups

The way you follow up can greatly impact your credibility. Buyers appreciate clear, concise, and professional communication.

A well-crafted follow-up email reassures them that you are organized, attentive, and genuinely interested in addressing their needs. This kind of professionalism instills trust, which is crucial in moving the deal forward.

The Right Follow-Up Can Help Close the Deal

A thoughtful, timely follow-up can be the key to converting interest into a closed deal. It creates an opportunity to clarify any questions the prospect may have, address concerns, and even adjust the proposal if necessary.

By following up at the right time, you increase your chances of sealing the deal.

When to Send a Follow-Up Email After Quotation

Effective follow-ups are all about timing.

Understanding when to follow up after sending a quotation can greatly influence the outcome. Each stage of the follow-up process serves a different purpose, from confirming receipt to maintaining engagement, and ultimately, securing the deal.

Knowing the right time to follow up can keep the conversation moving forward without feeling too pushy.

First Follow-Up (2–3 Days After Sending the Quotation)

The first follow-up email after sending quotation should be light, unobtrusive, and professional.

It’s not the time to ask for a decision or push for a commitment. Instead, it serves as a simple visibility check to confirm that the recipient has received your quotation.

A polite, straightforward follow-up can make all the difference in ensuring that your proposal hasn’t been overlooked.

This early nudge is an opportunity to reintroduce your offer without applying any pressure. It sets the tone for a respectful, ongoing conversation.

Second Follow-Up (5–7 Days Later)

The second follow-up quotation email comes after giving your prospect time to review the quotation.

At this stage, your email should add more context and offer to answer any questions they may have.

It's important to acknowledge any potential delays without calling them out directly. Instead, focus on the fact that you’re checking in to see if they need further clarification or assistance in making their decision.

This follow-up invites your prospect to re-engage in the conversation without feeling pressured. It’s a gentle reminder that you’re still available and ready to help.

Final Follow-Up (10–14 Days Later)

The final follow-up on quotation email should provide a clear next step or a graceful exit.

After waiting a reasonable amount of time, it’s important to either encourage a final decision or allow the prospect to step away.

This email should express appreciation for their time, outline any final details, and provide a professional way to end the conversation if they’re no longer interested.

It’s also an opportunity to leave the door open for future communication. Respecting the prospect’s time while keeping the relationship professional helps ensure that you remain on good terms for any future opportunities.

How to Follow Up on a Quotation via Email Without Sounding Pushy

Effective quotation follow-ups can be the key to turning potential leads into actual sales.

A well-crafted follow-up email can maintain momentum without sounding too forceful or sales-driven.

The secret lies in getting the tone right—one that feels professional and polite, while gently encouraging the recipient to engage.

From subject lines to message phrasing, every detail matters.

This section explains what makes a quotation follow-up effective, with practical advice on subject lines, tone, and how to keep the communication open and non-pushy.

Keep the Message Short and Clear

When it comes to follow up email on quotation, brevity is crucial.

Short emails tend to get more replies, as they can be read and understood quickly often in under 30 seconds.

To keep your follow-up concise, focus on one clear purpose.

Avoid unnecessary details or long paragraphs that could overwhelm the recipient.

A straightforward, easy-to-skim email is more likely to be read and responded to.

By keeping the message focused and direct, you ensure that the prospect knows exactly what you need from them without feeling burdened by a lengthy email.

Ask Open-Ended, Low-Pressure Questions

An effective email follow up quotation encourages conversation, not decisions.

Instead of asking for an immediate commitment, try using open-ended questions that prompt the recipient to engage.

For example, ask about any questions they might have regarding the proposal or if they need additional information to move forward.

These questions should invite dialogue while giving the prospect time to consider their response without feeling pressured.

By framing your follow-up in a way that feels like a conversation rather than a push for closure, you help keep the communication light, respectful, and professional.

15 Best Quotation Follow-Up Email Examples That Work

These examples cover common follow-up situations from gentle reminders to late-stage check-ins.Each template is practical, professional, and designed to encourage replies without pressure.

Whether you're following up shortly after sending a quotation or reaching out after a longer delay, these email templates are crafted to fit various situations.

They maintain a balance between professionalism and approachability, ensuring your communication is clear and effective.

These templates help keep the conversation moving forward and increase the likelihood of getting a response, while still respecting the prospect's time and decision-making process.This structure makes the content easier to digest and read!

Template 1 – Simple Reminder Without Pressure

Best Time to Apply:

• 2-3 days after sending the quotation to confirm it was received.
• Use it as a gentle reminder that you’re available for any questions, without creating urgency.

What Makes It Successful:

A gentle, non-intrusive check-in that helps keep the conversation on track without pressuring the recipient. It encourages engagement by offering help without urgency.

Quick Customization Tips:

• Personalize the subject line based on previous conversations.
• Adjust the greeting to match the tone of your earlier interactions with the prospect.

Template:

Subject: Just Checking In on Your Recent Quote

Dear [Name],

I hope this email finds you well.

I wanted to quickly follow up on the quotation I sent on [date], just to ensure it was received and to see if you had any questions or needed further information.

I understand you may be busy, so there’s no rush, but I’d be happy to assist if anything needs clarification.

Looking forward to hearing from you when you have the time.

Best regards, [Your Name] [Your Contact Information]

Template 2 – Friendly Check-In After Sending Quotation

Best Time to Apply:

• 4-5 days after sending the quotation, when the prospect has shown interest but hasn't responded yet.
• Ideal for maintaining engagement without rushing the prospect to a decision.

What Makes It Successful:

The casual and approachable tone creates a space for the prospect to reconnect comfortably, making it easier for them to respond without feeling any push.

Quick Customization Tips:

• Tailor the subject line to reflect the friendly, approachable tone, e.g., “Just checking in on your quote!”
• Mention any key points discussed previously to ensure the follow-up feels personalized and relevant.

Template:

Subject: Just Checking In on Your Quote

Hi [Name],

I hope everything’s going well!

I wanted to check in and see if you had a chance to look over the quotation I sent on [date]. If you have any questions or need additional details, feel free to reach out.

I’m happy to help with anything at all. Looking forward to your thoughts!

Warmly, [Your Name] [Your Contact Information]

Template 3 – Follow-Up Email to Client After Quotation

Best Time to Apply:

• 5-7 days after sending the quotation to an existing client or warm lead.
• Recommended for keeping the conversation going without being intrusive, ensuring the client is still considering the proposal.

What Makes It Successful:

It strengthens the relationship by offering a gentle reminder, showing you’re still available to assist without pushing for a decision.

Quick Customization Tips:

• Personalize by referencing recent projects or discussions to reinforce continuity.
• Adjust the subject line to reflect a friendly follow-up, such as "Just checking in on your recent quote."

Template:

Subject: Checking In on Your Recent Quote

Dear [Name],

I hope everything is going well.

I wanted to follow up on the quotation I sent on [date]. If you have any questions or need more details, feel free to reach out—I’m happy to assist.

Looking forward to hearing from you soon.

Best regards, [Your Name] [Your Contact Information]

Template 4 – Value-Focused Follow-Up Without Discounting

Best Time to Apply:

• Use this template 4–7 days after sending the quotation, when you feel there may be some cost sensitivity, but it hasn't been directly mentioned.
• Excellent for reinforcing the value and outcomes rather than focusing solely on price.

What Makes It Successful:

It shifts the focus from price to long-term value, helping the client see the overall benefit and impact of your offering.

Quick Customization Tips:

• Focus on outcomes that are most relevant to the client's needs or business.
• Personalize the subject line to emphasize results, e.g., "Unlocking greater value with [Product/Service]."

Template:

Subject: Unlocking Greater Value with [Product/Service]

Dear [Name],

I wanted to follow up on the quotation I sent on [date]. While I understand cost is an important factor, the real value here lies in the outcomes we can help you achieve.

With [Product/Service], you’ll see [mention specific benefits or results relevant to the client’s needs]. I’d love to discuss how this can create long-term value for your business.

Looking forward to hearing your thoughts.

Warm regards, [Your Name] [Your Contact Information]

Template 5 – Follow-Up With a Question

Best Time to Apply:

• Send this 3–4 days after the quotation is sent. This is the right moment to prompt a response without seeming impatient.
• Perfect for when you want to clarify something or get feedback quickly.

What Makes It Successful:

By asking a simple question, it makes it easy for the client to engage, encouraging a quick and easy response.

Quick Customization Tips:

• Ask a question that’s easy to answer, like “Is there anything unclear in the proposal?” or “Would you like to discuss this further?”
• Tailor the subject line to make the question stand out, such as “Quick question about your quote.”

Template:

Subject: Quick Question About Your Quote

Hi [Name],

I hope you're doing well!

I wanted to check in briefly—do you have any questions or need any clarification on the quotation I sent? I’m happy to help if something needs more details.

Look forward to hearing your thoughts.

Best, [Your Name] [Your Contact Information]

Template 6 – Follow-Up After No Response

Best Time to Apply:

• Use this 5–7 days after sending the initial quotation if you haven’t heard back.
• Best for prompting a response while maintaining a professional, non-urgent tone.

What Makes It Successful:This follow-up gracefully acknowledges the lack of response, creating a bridge to continue the conversation. It’s respectful of the recipient’s time and keeps things open for further dialogue.

Quick Customization Tips:

• Mention their busy schedule subtly without making excuses
• Use a subject line like “Just following up on our proposal” to keep the tone light and non-pushy.

Template:

Subject: Just Following Up on Our Proposal

Hi [Name],

I hope everything’s going well on your end.

I’m reaching out to follow up on the quotation sent last week. If you need any further information or have questions, I’m happy to assist at your convenience.

Looking forward to hearing from you soon.

Kind regards [Your Name] [Your Contact Information]

Template 7 – Follow-Up With Timeline Clarification

Best Time to Apply:

• Use this template 4-5 days after the quotation, when progress is unclear and you need to better understand the prospect’s decision-making timeline.
• Preferred for aligning expectations and ensuring you're prioritizing the right leads.

What Makes It Successful:

This approach fosters transparency by directly addressing the decision-making process. It helps clarify the timeline, making it easier for you to plan follow-ups and allocate resources effectively.

Quick Customization Tips:

• Ask a straightforward question about the decision timeline to get clarity.
• Adjust the subject line to reflect urgency, like “Clarifying the next steps for your quote.”

Template:

Subject: Clarifying the Next Steps for Your Quote

Hi [Name],

I hope you're doing well.

I wanted to check in and clarify the timeline for your decision on the quotation I sent on [date]. Are there any specific steps or considerations I should be aware of moving forward?

This will help me prioritize and ensure I’m supporting your process in the best way.

Looking forward to hearing from you.

Best, [Your Name] [Your Contact Information]

Template 8 – Soft Close Follow-Up Email

Best Time to Apply:

• Send this 7-10 days after the quotation if you feel the prospect is close to a decision but hasn't yet committed.
• Optimal for gently guiding the prospect to the next step without applying pressure.

What Makes It Successful:

This template offers a subtle nudge, suggesting the next action without forcing it. It keeps the conversation moving forward in a way that feels natural, helping prospects make a decision on their terms.

Quick Customization Tips:

• Present an easy next step, like a brief call to finalize details, but leave the choice up to them.
• Modify the subject line to convey a sense of progression, such as “Ready to move forward with your quote?”

Template:

Subject: Ready to Move Forward with Your Quote?

Hi [Name],

I hope everything is going well!

I’m checking in to see if you’ve had a chance to review the proposal I sent on [date]. If you have any remaining questions or would like to discuss the next steps, I’d be happy to hop on a quick call.

Just let me know how you'd like to proceed!

Looking forward to your reply.

Best wishes [Your Name] [Your Contact Information]

Template 9 – Breakup Follow-Up Email

Best Time to Apply:

• Send this template 10-14 days after the last follow-up when no response has been received.
• Most effective for providing the prospect with closure, giving them the space to make a final decision without feeling pressured.

What Makes It Successful:

This approach respects the prospect’s time and decision-making process. By offering closure without urgency, it creates a sense of relief for the recipient, allowing them to respond freely.

Quick Customization Tips:

• Keep the tone light and non-judgmental, acknowledging the possibility that the prospect may not be ready.
• Modify the subject line to reflect the finality, such as “Last check-in on your proposal.”

Template:

Subject: Last Check-In on Your Proposal

Hi [Name],

I hope all is well.

I just wanted to send a final follow-up regarding the quotation I sent on [date]. If you’re not ready to move forward, that’s perfectly fine.

Please let me know if there’s anything I can assist with, or if you’d prefer to close the conversation here.

Thanks again for your time, and I look forward to hearing from you if anything changes.

Sincerely, [Your Name] [Your Contact Information]

Template 11 – Follow-Up With Next Step Suggestion

Best Time to Apply:

• Apply this 5–7 days after the proposal when you want to gently guide the prospect to the next step without rushing them.
• Ideal for maintaining engagement without pushing for an immediate decision.

What Makes It Successful:

This template invites the prospect to take the next step with ease. It offers a solution that feels comfortable and approachable, helping them move forward without feeling overwhelmed by a hard push.

Quick Customization Tips:

• Suggest a next step that feels natural, like offering additional resources or proposing a brief discussion.
• Keep the subject line simple and friendly, such as "Let's discuss the next steps."

Template:

Subject: Let’s Discuss the Next Steps

Hi [Name],

I hope you’re doing well!

I just wanted to touch base and see if you'd like to explore the next steps regarding the proposal. If it’s helpful, I can provide further clarification or walk you through any specific points.

Feel free to reach out if you’d like to connect.

Kind regards, [Your Name] [Your Contact Information]

Template 12 – Follow-Up With Context Reminder

Best Time to Apply:

• Send this 7-10 days after the quotation when there has been some delay.
• Perfect for re-engaging the prospect and reminding them of the context of the original proposal.

What Makes It Successful:

This approach brings the conversation back into focus by quickly refreshing the prospect's memory of the quotation's purpose. It highlights the value of the proposal without sounding repetitive or forceful.

Quick Customization Tips:

• Reference key details from the original quote to re-establish relevance.
• Use a subject line like "Revisiting your proposal" to draw attention.

Template:

Subject: Revisiting Your Proposal

Hi [Name],

I hope you’re well!

I’m following up on the proposal I shared on [date]. The quote was designed to help with [mention core benefit or value], and I wanted to check if you had any further questions or need clarification.

Please don’t hesitate to reach out—I'd be happy to assist further.

Best regards, [Your Name] [Your Contact Information]

Template 13 – Follow-Up for Budget Review Stage

Best Time to Apply:

• Use this after 7-10 days when the prospect is in the process of reviewing the proposal internally, particularly when budget approvals are pending.
• Perfect for maintaining momentum and keeping the discussion open without rushing the decision.

What Makes It Successful:

This approach acknowledges the review process without pressuring the prospect for a response. It lets the recipient know you're available to provide support, while also respecting their internal timelines and budget considerations.

Quick Customization Tips:

• Highlight understanding of the review process and offer assistance.
• Keep the subject line straightforward and relevant, like “Following up on your proposal review.”

Template:

Subject: Following Up on Your Proposal Review

Hi [Name],

I hope you're having a great week.

Just checking in to see if there’s anything else I can provide while you’re reviewing the proposal. I completely understand that approvals can take time, and I'm happy to assist with any additional details or clarifications you may need.

Please feel free to reach out at your convenience.

Kind regards, [Your Name] [Your Contact Information]

Template 14 – Follow-Up for Multiple Stakeholders

Best Time to Apply:

• Send this within 7-10 days after sharing the initial quote.
• Ideal when you’re aware that multiple decision-makers need time to review the proposal before a final decision can be made.

What Makes It Successful:

This email encourages discussion among all stakeholders by acknowledging the collective review process. It keeps communication flowing smoothly while respecting each person's role in the decision-making process.

Quick Customization Tips:

• Address the group collectively to maintain a sense of inclusion.
• Use a subject line that highlights collaboration, like “Gathering team feedback on the proposal.”

Template:

Subject: Gathering Team Feedback on the Proposal

Hi [Name],

I hope you’re doing well.

I wanted to follow up and check if the team has had a chance to review the proposal I sent on [date]. If any additional information or clarification is needed, I’d be happy to assist in any way.

Looking forward to hearing your thoughts.

Warm regards, [Your Name] [Your Contact Information]

Template 15 – Follow-Up That Reopens Conversation Naturally

Best Time to Apply:

• Send this after 7–10 days of silence when you want to revive the conversation without seeming too eager.
• Ideal for situations where previous attempts have stalled but you still want to maintain professionalism.

What Makes It Successful:

This approach offers a fresh start by engaging the prospect in a natural way. It keeps the tone neutral and non-urgent, inviting them back into the conversation without pressure or guilt.

Quick Customization Tips:

• Personalize by referencing past discussions without rehashing previous messages.
• Use a subject line like “Just checking in” to keep it casual.

Template:

Subject: Just Checking In

Hi [Name],

I hope you’ve been well!

I wanted to follow up and see if there’s anything new on your end regarding the proposal I shared on [date]. If it’s helpful, I’m available to discuss any questions or next steps whenever you’re ready.

Looking forward to hearing from you.

 Warmly, [Your Name] [Your Contact Information]

Common Mistakes to Avoid in Quotation Follow-Up Emails

After sending a quotation, following up is crucial to keep the conversation moving forward. However, many sales professionals make mistakes that can damage their chances of closing the deal. Below are some common errors to avoid when sending a follow-up email:

• Over-Following Up Too Soon:Repeated follow-ups too quickly can make you seem desperate. Give your prospects enough time to evaluate your offer before sending another follow-up.
• Using Generic Language:Avoid sending one-size-fits-all emails. Personalize your follow-up email to reflect your prospect’s specific needs and situation.
• Being Too Aggressive or Sales-Heavy:While it's important to remind the prospect of your offer, pushing too hard can drive them away. Focus on building a relationship rather than making a hard sell.
• Lacking Clarity in Your Message:Be clear and concise in your message. Avoid vague language that leaves the prospect wondering about the next steps.
• Failing to Address Concerns:If you haven’t fully addressed all of the prospect’s questions or concerns in your initial email, ensure you address them in your follow-up.
• Forgetting to Include a Call to Action:Always include a clear next step whether it’s scheduling a call, asking for feedback, or providing further details so your prospect knows how to proceed.

By avoiding these common mistakes, you can ensure that your follow-up email is professional, clear, and more likely to lead to a successful outcome.

How Oppora Helps You Follow Up on Quotations Automatically

Managing email follow-up quotations manually can become overwhelming as the number of quotations increases. Oppora simplifies this process by automating key follow-up actions, ensuring timely communication without the need for manual intervention.

• Workflow Automation:With Oppora, you can automate the entire follow-up workflow. This ensures that each prospect receives a follow-up email at the right time, helping you stay organized and on top of your follow-ups without losing track.
• Follow-Up Sequencing:The tool takes care of follow-up sequencing by sending reminder emails at appropriate intervals. This ensures your prospects are consistently engaged, and no follow-up is missed, all while maintaining a professional and timely approach.
• Reply Handling:When a prospect replies, Oppora automatically processes their response and triggers the next step, such as scheduling a call or sending details. Reply Ora, an AI-powered agent, automates replies, manages goals, and schedules meetings based on lead status.

By automating the process of email follow-up on quotations, Oppora helps maintain a steady flow of communication. It ensures timely, personalized engagement with prospects, without sounding robotic or repetitive.

Conclusion

Effective quotation follow-up emails depend on clarity, timing, and professionalism.

By following the right structure and using the appropriate templates, you can turn silence into productive conversations.

Even small adjustments in how you approach follow-ups can lead to better engagement and higher close rates.

With consistent, well-timed communication, your chances of success improve significantly.

Tools like Oppora can help streamline this process, automating follow-ups and ensuring your communication stays timely and professional. This ensures that your quotes don’t fade away but instead lead to meaningful outcomes.

Frequently Asked Questions (FAQs)

What is the ideal time gap between each follow-up email after sending a quotation?

Send the first follow-up 2-3 days after the quotation, the second follow-up 5-7 days later, and the final follow-up 10-14 days after the second. Timing is key to keeping prospects engaged.

How do I avoid sounding too pushy in a follow-up email?

Be polite, professional, and offer value. Ask if they have questions or need more information rather than demanding a decision. Keep the tone friendly and respectful.

How do I craft a compelling subject line for a quotation follow-up email?

Use clear, relevant subject lines like “Just checking in on your quotation” or “Follow-up on your proposal” to prompt attention without sounding aggressive.

Should I follow up with the same message each time?

No, each follow-up should vary. Add context, address concerns, or offer new value. This keeps the conversation fresh and shows your ongoing engagement.

Can automation tools improve the follow-up process?Y

es, automation tools like Oppora  help schedule timely follow-ups, track responses, and maintain professionalism without manual effort, ensuring consistency and efficiency.