How to Follow Up on a Quotation: Message Templates for WhatsApp and Email

When to follow up after sending a quotation

Most quotations need two or three nudges before a decision. The timing below suits a typical service quote of a few thousand to a few lakh rupees. Shorten it for urgent work, and stretch it for projects the client has to take to a committee.

• Same day: confirm that it arrived and offer to walk through it.
• Day 2 or 3: ask whether anything in the scope or price needs clarifying.
• Day 5 to 7: share one useful addition, such as a sample, a timeline or a revised option.
• Day 10 to 14: ask directly whether the timing has changed.
• Day 21 or at the validity date: close the loop and say when you can pick it up again.

Practical tipWrite the validity date on the quotation itself. “Valid until 25 October” gives you an honest reason to message on 22 October.

8 quotation follow-up messages you can copy

Replace the names and details. Keep each message short enough to read without scrolling, and end with one easy question.

• Just sent: “Hi Riya, I have sent the quotation for the website redesign to your email. Would you like me to walk you through it on a 10-minute call tomorrow?”
• Check it arrived: “Hi Aman, just checking the quotation reached you and opens properly. Please tell me if any line needs more detail.”
• Clarify the scope: “Hi Riya, many clients ask whether hosting is included. It is not in this quote, but I can add it as an option. Shall I?”
• Offer a revision: “Hi Aman, if the total is above your budget, I can propose a smaller first phase. Would you like me to send that version?”
• Add value: “Hi Riya, I thought this example of a similar project might help you decide: [link]. Happy to answer questions on it.”
• Ask about timing: “Hi Aman, has the timeline for this changed on your side? I can hold the start date until Friday.”
• Deadline nudge: “Hi Riya, the quotation is valid until 25 October. After that I would need to recheck the rates. Shall I keep it open?”
• Close the loop: “Hi Aman, I will close this quotation for now so it does not clutter your inbox. If the project comes back, message me and I will pick it up from here.”

WhatsApp or email: which should you use?

Use the channel the client has used. A quick WhatsApp reply gets noticed faster, while email suits a quotation that several people need to read. Many small teams send the quotation by email or link, and follow up on WhatsApp.

Avoid sending the same message on both channels on the same day. If you have to choose, WhatsApp for the nudge and email for anything the client may forward.

What to avoid

Messages that ask only for an update give the client nothing to answer, so they stay unanswered. Replace “Any update?” with a specific question or a useful addition.

• Do not follow up daily. A pattern of every two or three days feels attentive, daily feels like pressure.
• Do not drop the price without being asked. Offer a smaller scope instead of a discount.
• Do not keep a dead quote open. A closed quote that you revisit later is a better record than one that is open for six months.

Make the schedule automatic

The plan only works if it does not depend on memory. Put the next follow-up date on the lead the moment the quotation goes out, and review the list every morning. In WTS CRM, sending a quotation books a follow-up for you and moves it to the top of your list the first time the client opens it, which is the best moment to call. See the follow-up queue for how overdue ones are flagged.

If you do not use a CRM yet, a spreadsheet with a “next follow-up” column and a daily filter does the same job, until it stops scaling; the lead tracking sheet guide shows one.