How to Follow Up on a Quote — Tips for Tradespeople

You have surveyed the job, spent an evening writing up the quote, and sent it off. Then silence. Days pass with no response, and you are left wondering whether the customer has gone with someone else, is still deciding, or simply forgot to reply. This scenario plays out constantly for tradespeople across the UK — and the difference between those who win the work and those who do not often comes down to how they follow up.

Following up on a quote is not pestering. Done properly, it is a professional service that helps the customer make a decision and shows you are organised, keen, and reliable. This guide covers when to follow up, exactly what to say by email, text, and phone, how to handle rejection gracefully, and how to turn lost quotes into future business.

Why Following Up Matters

Research consistently shows that most customers do not choose the first tradesperson who sends a quote. They wait, compare options, get distracted by daily life, and sometimes simply need a nudge to make a decision. A well-timed follow-up can be that nudge.

Consider these realities of how customers behave:

• Most homeowners get three to five quotes for significant work and take one to three weeks to decide
• Many customers intend to reply but genuinely forget — life gets in the way
• Some customers are waiting for one of the tradespeople to follow up because they have questions but feel awkward calling
• The tradesperson who follows up is perceived as more professional and more interested in the work
• Customers often go with the tradesperson who made the process easiest, not necessarily the cheapest

Not following up is essentially leaving money on the table. If you send twenty quotes a month and your conversion rate is thirty per cent, that is six jobs. If following up converts just two more of those twenty quotes, you have increased your workload by a third without any additional marketing spend.

When to Follow Up

Timing matters. Follow up too quickly and you seem desperate. Leave it too long and the customer has already committed to someone else.

The Right Timing by Job Size

• Small jobs (under one thousand pounds): Follow up after two to three days. These are quick decisions — the customer either wants it done or they do not.
• Medium jobs (one thousand to five thousand pounds): Follow up after four to five days. Customers need a few days to review and compare quotes.
• Large jobs (five thousand pounds plus): Follow up after seven to ten days. Big decisions take time, and customers may be waiting for other quotes to arrive.

Set Expectations When Quoting

The best approach is to tell the customer when you will follow up at the point of quoting. When you hand over or send your quote, say something like "I will give you a call on Thursday to see if you have any questions." This does two things — it tells the customer you are organised and sets a natural reason for you to get back in touch. They will expect your call rather than being surprised by it.

Follow-Up Email Templates

Email is the least intrusive way to follow up and works well as a first point of contact after sending a quote.

First Follow-Up (Three to Five Days After Quoting)

Subject: Following up on your [job type] quote

"Hi [Name],

I hope you are well. I wanted to check whether you have had a chance to look through the quote I sent across for [brief description of work]. If you have any questions about the scope of work, pricing, or timeline, I am happy to talk them through.

If anything has changed or you would like to adjust the specification, I can update the quote to reflect that.

Looking forward to hearing from you.

Kind regards,
[Your name]
[Your phone number]"

Second Follow-Up (Seven to Ten Days After First Follow-Up)

Subject: Quick update on your [job type] quote

"Hi [Name],

Just a quick follow-up on the quote I sent for [brief description]. I understand you may still be comparing options or the timing might not be right just now.

I have some availability coming up in [month] and wanted to check whether you are still looking to go ahead with the work. If so, I would be happy to pencil in a start date.

No pressure at all — just let me know either way so I can plan my schedule accordingly.

Best wishes,
[Your name]
[Your phone number]"

Final Follow-Up (Two to Three Weeks After Second Follow-Up)

Subject: Closing off your [job type] enquiry

"Hi [Name],

I hope all is well. As I have not heard back regarding the [job type] quote, I will close this one off on my end for now.

If you do decide to go ahead in future or need any other work doing, please do not hesitate to get in touch. I would be happy to help.

All the best,
[Your name]
[Your phone number]"

This final email is powerful because it creates a sense of closure without being pushy. Many customers reply to this message because they feel slightly guilty about not responding earlier, or because the gentle deadline prompts a decision.

Text Message Follow-Ups

Text messages have a much higher open rate than emails — most people read texts within minutes. Keep them short and conversational.

First text follow-up:

"Hi [Name], it is [Your name] here. Just checking whether you had any questions about the quote for [job]. Happy to chat if anything needs clarifying. Thanks"

Second text follow-up:

"Hi [Name], just a quick one — are you still looking to go ahead with the [job]? I have some availability in [timeframe] if you are. No worries if plans have changed. Thanks"

Texts work particularly well for smaller jobs and for customers who initially contacted you by phone or text rather than email. Match the communication channel the customer used first.

What to Say on the Phone

Phone calls are the most effective follow-up method but also the one most tradespeople avoid because it feels awkward. Here is a simple script that works.

"Hi [Name], it is [Your name] from [business name]. I am just calling to follow up on the quote I sent across for [job description]. Have you had a chance to have a look through it?"

Then listen. Let the customer talk. They will typically fall into one of these categories:

• "Yes, we would like to go ahead" — great, confirm the details, agree a start date, and send a confirmation
• "We are still deciding" — ask if they have any questions, offer to clarify anything, and agree when you will next be in touch
• "We have gone with someone else" — handle this gracefully (see below)
• "We have decided not to go ahead" — ask if the project is shelved or if there was something specific about your quote that did not work for them
• "Sorry, I have been meaning to get back to you" — most common response, be understanding and move the conversation forward

The key is to be friendly, professional, and not pushy. You are checking in, not selling. If the customer feels pressured, they will avoid you in future.

How to Handle "We Went with Someone Else"

This is the response every tradesperson dreads, but how you handle it determines whether you ever hear from that customer again.

Do not:

• Get defensive or argue
• Criticise the tradesperson they chose
• Ask them to reconsider or match the other price
• Go silent and never respond

Do:

• Thank them for letting you know
• Wish them well with the project
• Ask (politely) if there was anything specific that influenced their decision — price, availability, scope of work
• Let them know you would be happy to quote for future work

Here is an example response: "No problem at all, thanks for letting me know. I hope the work goes well. If you do not mind me asking, was there anything specific about my quote that did not work for you? It is always helpful to know so I can improve. And if you ever need anything in future, feel free to get in touch."

This approach does three things. First, it leaves a positive impression — the customer remembers you as professional and mature. Second, the feedback helps you identify patterns in why you are losing work. Third, it keeps the door open for future business. Many customers who reject your quote will come back months or years later when they need more work done.

A Practical Follow-Up Schedule

Here is a follow-up schedule you can use for every quote you send:

• Day zero: Send the quote. Tell the customer you will follow up on [specific day]
• Day three to five: First follow-up by email or text
• Day seven to ten: Phone call if no response to the first follow-up
• Day fourteen to twenty-one: Second follow-up by email or text
• Day twenty-eight to thirty-five: Final follow-up (closing off)

Adjust this timeline based on the job size and urgency. If the customer mentioned they need the work done quickly, shorten the intervals. If it is a large project they are planning for months ahead, extend them.

Turning Lost Quotes into Future Work

Not every quote you lose is lost permanently. Here are strategies for turning today's rejection into tomorrow's job.

Stay in touch seasonally. If a customer did not go ahead this time, send them a brief message in three to six months asking how things went and whether they need any further work. A simple "Hi [Name], I hope the [job] went well. If you ever need any further work, I am always happy to help" keeps you top of mind.

Ask for referrals. Even customers who did not use you can refer you to others. If you left a good impression during the survey and follow-up process, they may recommend you to friends and family.

Learn from the feedback. If you consistently hear that your prices are too high, review your costings. If customers mention that another tradesperson was more responsive or had better availability, adjust your processes. Pattern-matching on lost quotes is one of the most powerful ways to improve your conversion rate.

Improve your initial quote. The best way to reduce the need for follow-ups is to send such a compelling quote that customers want to say yes immediately. A professional, detailed proposal with a clear scope of work, timeline, and pricing builds confidence from the outset. Tools like QuoteSmith help you produce these consistently — the AI generates a branded PDF from your job details in minutes, so you can send your quote the same day as the survey while the customer's enthusiasm is still fresh.

Frequently Asked Questions

How long should I wait before following up on a quote?

For smaller jobs under a few thousand pounds, follow up after three to five days. For larger projects like extensions or full renovations, give the customer seven to ten days to review your quote and compare options. If you told them when you would follow up at the time of quoting, stick to that timeframe. Setting this expectation during the quoting process makes the follow-up feel natural rather than pushy.

What should I say when following up on a quote?

Keep it brief and helpful rather than pushy. Ask if they have had a chance to review the quote, whether they have any questions, and if there is anything you can clarify. Offer to adjust the scope if their budget has changed. Avoid pressuring them or criticising competitors — focus on being helpful and professional. The goal is to make it easy for them to respond, not to back them into a corner.

How many times should I follow up on a quote?

Two to three follow-ups is appropriate. After the initial follow-up, try once more a week or two later. If there is still no response, send a final friendly message letting them know you are available if they decide to go ahead in future. Beyond three contacts, you risk appearing pushy and damaging your reputation. The final "closing off" message often prompts a response because it creates gentle urgency.

What should I do if a customer says they went with someone else?

Thank them for letting you know, wish them well with the project, and ask if there was anything specific that swung their decision. This feedback is valuable for improving your quoting process. Let them know you would be happy to quote for any future work. Stay professional and positive — customers remember tradespeople who handle rejection gracefully, and they may come back to you for their next project.