A quote follow up email template is a professional message sent after you’ve shared a price quote to remind the recipient, clarify next steps, or encourage a decision. It helps keep conversations moving without sounding pushy or unprofessional.
If you’ve ever sent a quote and then waited days—or weeks—without hearing back, you’re not alone. Following up can feel awkward, especially for professional women who want to be polite, confident, and respectful of boundaries.
This guide walks you through exactly how to write effective follow-ups, what to say (and avoid), and provides ready-to-use templates so you can communicate with clarity and confidence.
Key Elements of a Quote Follow Up Email
A strong quote follow up email template balances professionalism with clarity, making it easy for the recipient to respond. These core elements ensure your message feels helpful rather than intrusive.
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Subject line
Keep it clear and relevant.
Example subject line: Following Up on the Quote We Shared -
Professional greeting
Address the recipient by name whenever possible.
Example greeting: Dear [Client Name], -
Reference to the original quote
Briefly remind them of the quote and when it was sent.
Example: I wanted to follow up on the quote we shared on [date]. -
Value-focused message
Reinforce how your product or service meets their needs.
Example: This proposal was designed to support your goals around [specific need]. -
Clear next step or call to action
Invite a response without pressure.
Example: Please let me know if you have any questions or would like to move forward. -
Professional closing and signature
End politely and include full contact details.
Example closing: Kind regards, [Your Name]
Including these elements keeps your quote follow up email template focused and easy to act on, setting up the next section where tone and timing matter just as much.
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Quote Follow Up Email Tips: Do’s and Don’ts
Knowing how to follow up is just as important as what you say. These do’s and don’ts help ensure your quote follow up email template reflects professionalism and confidence.
Do’s
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Do keep it concise
Respect the recipient’s time by getting to the point quickly. -
Do personalize when possible
Referencing their needs or timeline increases response rates. -
Do remain polite and neutral
A calm tone maintains goodwill and credibility. -
Do follow up at the right time
Waiting 3–5 business days is usually appropriate.
Don’ts
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Don’t sound impatient or demanding
Avoid phrases that imply pressure or frustration. -
Don’t repeat the entire quote
Reference it briefly instead of overwhelming the reader. -
Don’t over-apologize
A follow-up is professional, not an inconvenience. -
Don’t send too many reminders
Multiple follow-ups too close together can hurt trust.
Applying these tips ensures your quote follow up email template feels supportive and professional, which leads naturally into choosing the right template for your situation.
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Sample Quote Follow Up Email Templates
Below are practical, ready-to-use examples for common scenarios. Each quote follow up email template includes a subject line and professional tone you can easily customize.
Polite First Follow-Up After Sending a Quote
Use this template a few days after sending the original quote when you haven’t received a response yet.
Subject: Following Up on Our Quote
Dear [Client Name],
I hope you’re doing well. I wanted to follow up on the quote we shared on [date] regarding [product/service]. I’d be happy to answer any questions or provide additional details if needed.
Please let me know how you’d like to proceed or if there’s anything else I can help with.
Kind regards,
[Your Name]
[Your Title]
[Company Name]
This approach keeps the conversation open and respectful, making it ideal for early-stage follow-ups.
Quote Follow Up Email with Gentle Reminder
This version works well when more time has passed and you want to re-engage without pressure.
Subject: Quick Check-In on Your Quote
Dear [Client Name],
I’m checking in regarding the quote we sent on [date]. I wanted to ensure you had everything you needed to review it and make a decision.
If you have questions or would like to discuss next steps, I’m happy to help at your convenience.
Best regards,
[Your Name]
[Company Name]
This quote follow up email template reinforces availability and professionalism, encouraging a response.
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Final Follow-Up Before Closing the Loop
Use this when you need clarity on whether to move forward or close the opportunity.
Subject: Final Follow-Up on Submitted Quote
Dear [Client Name],
I wanted to follow up one last time regarding the quote shared on [date]. If now isn’t the right time, I completely understand and would appreciate knowing how you’d like to proceed.
Thank you for your time and consideration. I look forward to hearing from you.
Sincerely,
[Your Name]
[Company Name]
This template provides closure while preserving a positive professional relationship, leading smoothly into formatting considerations.
Formatting Tips for a Professional Quote Follow Up Email
Presentation plays a major role in how your quote follow up email template is received. Clean formatting makes your message easier to read and more credible.
- Use a simple, professional font such as Arial or Calibri, and keep font size between 10.5 and 12 points.
- Short paragraphs and white space help your email feel approachable rather than overwhelming.
- For email, plain text or lightly formatted HTML works best, while PDFs may be more suitable for formal industries.
A well-formatted quote follow up email template reinforces your professionalism and prepares readers to focus on the message itself, which often prompts questions addressed in the FAQ section below.
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FAQs
How long should I wait before sending a quote follow up email template?
Most professionals wait three to five business days after sending a quote before following up. This shows respect for the recipient’s schedule while keeping your proposal top of mind.
How many times should I follow up on a quote?
Two to three follow-ups are generally appropriate. Space them out and adjust your tone so each message remains professional and courteous.
Can I use the same quote follow up email template for every client?
You can start with a base template, but personalizing details like the client’s name, needs, or timeline improves response rates and professionalism.
Should a quote follow up email include pricing again?
It’s best to reference the original quote instead of restating pricing, unless the client specifically asks for clarification or updates.
Is it acceptable to follow up on a quote via email?
Yes, email is the most common and professional method for quote follow-ups, especially when paired with a clear subject line and polite tone.
Conclusion
A well-written quote follow up email template helps professional women communicate clearly, stay confident, and maintain strong business relationships. By using the right structure, tone, and timing, you can follow up effectively without feeling pushy or uncomfortable.
These templates and tips are designed to save time, improve response rates, and support your professional communication goals. Explore more professional templates on MsCareerGirl.com, and consider bookmarking or sharing this guide for future reference.
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