Are you a new business owner? Are your clients not texting you back after you delivered the price quotation to them? If yes, then you have to do something about it instead of letting the opportunities disappear. The key to navigating sales is by taking follow-ups with the customers after you have sent them the price quote. After the customer has requested a quotation, you must make sure that all they should think about is your brand above others. You need to play that mindful sales game to stay connected with your client after sharing your service pricing with them. And there is no better way to do that than by sending follow-up emails. Below are a few of the best email templates for you to kick-start the follow-up game. Along with that, there is other crucial information on following up with clients to help acquire more sales opportunities for your business.
Key Takeaways
- 01Your follow-up approach will improve your sales process and get you more customers
- 02Build a sequence of sending these emails after you have delivered the price estimate
- 03There will be adverse repercussions if you don't follow-up with your clients after quoting them the service cost
- 04Learn the best practices and templates for crafting effective follow-up emails
- 05Understand the dos and don'ts of quotation follow-ups to maximize conversion
Table of Content
- How to Follow-Up After a Quotation With Email Templates?
- Why is Following Up After A Quotation Important?
- What If I Don't Follow Up after The Quotation?
- Quotation Follow-Ups: Dos and Don'ts
- FAQs
- Summing Up
How to Follow-Up After a Quotation With Email Templates?
Your prospective client will request your price quotation only when they find your brand and services interesting. The job of your sales rep doesn't end here, but now you have got a lead whom you have to convert as your customer.
Send follow-up emails to prospective clients and keep reminding them about any special offers you are offering to new customers. Your sales rep can do all the happy talks with fluttering skills over phone calls, but without professional implementations, chances of conversion will always be minimal. So, here are some sample follow-up email templates for you to refer to and implement. Guide your sales rep to fill it with good content to ensure conversion of your potential client after you have sent the price quotation:
1. Simple follow-up email template
To start with, send a simple follow-up email to the clients after a few days of sending a price quote. It will be a general reminder to mention that you haven't heard back from them since your first interaction. Let your customers know that you are willing to answer any possible questions they have in their minds about the services or your brand.
Simple Follow-Up Email
Subject: Following up on your quotation request
Hi [Client Name],
I wanted to follow up on the quotation I sent you on [date]. I haven't heard back from you and wanted to check if you had any questions about our services or pricing.
I'm here to help clarify anything you need. Feel free to reach out at your convenience.
Best regards, [Your Name]
2. Email to offer a live demonstration of the service
Suppose you are a field service provider and send a price quotation to your clients for your brand services. In that case, you can plan an approach to propose a live demonstration of that service to your customer, to stand out among all the other quotes that the customer has collected from your competitor brands. The follow-up email template above is an example of how you will take your customers' consent to offer them a free live demonstration of your field service. As a result, they will develop trust for your brand and probably consider you for the services more than your competitors.
Live Demo Offer Email
Subject: Would you like a free demonstration?
Hi [Client Name],
I noticed you requested a quotation for [service]. To help you better understand how we work and the value we provide, I'd like to offer you a complimentary live demonstration.
This demo will give you hands-on experience with our services and answer any questions you might have. Would [date/time] work for you?
Looking forward to showing you what we can do.
Best regards, [Your Name]
3. Friendly email to seek confirmation
You don't have to spam the inbox of your customers seeking service confirmation. It should not be your first follow-up email after several service and promotional emails. Following that, you should send a friendly email to the customers seeking a response to the price quotation and service confirmation. The follow-up email template above is an example of how you can develop a sense of urgency without offending prospective customers. You can tell them that the service discount offer is about to expire and mention the price after a certain time period. Let your customers know that you will assist them with any other service-related query to help them decide.
Confirmation Seeking Email
Subject: Quick reminder about your special pricing
Hi [Client Name],
Just a friendly reminder that the special pricing in your quotation expires on [date]. After that, the standard rate of [price] will apply.
If you have any questions or need help making a decision, I'm here to assist. Don't hesitate to reach out!
Best regards, [Your Name]
4. Email template to offer expert support to customers
It is one of the best follow-up email templates that work well with customers on the verge of finalizing a service provider. Your potential customer will request a price quotation from different brands and not just from you. Therefore, by sending a follow-up email with a proposal for arranging an expert call. A customer looking for services you offer will find it helpful to talk to an expert before finalizing a decision. So, follow the template above and craft your email to extend expert support to the client.
Expert Support Email
Subject: Connect with our expert to discuss your needs
Hi [Client Name],
I understand that choosing the right service provider is an important decision. I'd like to offer you a call with one of our experts who can answer any technical questions and help you understand which solution best fits your needs.
Would you be available for a 15-minute call this week?
Best regards, [Your Name]
5. Email to show your availability
After you have maintained a follow-up sequence and have sent multiple emails strategically to your client after the last quotation, it is time to try and show your availability to attend to client queries with the next follow-up email. As per the above template, in this email, you must ask your customers upfront whether you are bothering them with emails and whether they want you to back off. Following that, you should remind them about the offer you stated in the price quotation. Before ending the email, let your customers know you are available 24/7 to answer their calls and answer service inquiries. Share some of the service features in pointers to tell them why they should consider your service. Let them know if they have any doubts about these features, and they can contact your team and get the solution.
Availability Reminder Email
Subject: Still here to help - let me know if you need anything
Hi [Client Name],
I've sent you a few emails about your quotation and wanted to make sure I'm not overwhelming you. If you'd prefer I give you some space, just let me know.
However, if you have any questions, I'm available 24/7 to help. Here are some key features of our service:
- [Feature 1]
- [Feature 2]
- [Feature 3]
Feel free to reach out anytime!
Best regards, [Your Name]
Why is Following Up After a Quotation Important?
Following up after a price quotation lets you be open to communication with the prospective client. You never know if your potential customer needs any help in understanding the price quote or has some service doubts. In most cases, they won't connect with you and will refer to the quotation of your competitors that seems easy for them to understand. In such cases, you will lose opportunities if you don't take the responsibility of following up with them at periodic intervals.
Check in with your customers and solve their conflicts in mind to help them finalize a decision. Guide your sales professionals to strategize a pattern for sending follow-up emails. Use email tracking software to see if your potential customers are opening and going through the email or not. It is a customer-first approach, which is important for any business to thrive. Reaching out to your customer with an attractive subject line and a friendly email will help you win the contract and trust of your client altogether.
Your sales representatives do not have to spend much time creating follow-up emails. Most of such emails should be short and crisp to ensure that potential customers get the point you are willing to explain.
Benefits of Following Up After Quotations
- Maintains open communication with prospective clients
- Helps clarify any doubts about your pricing or services
- Demonstrates your commitment to customer service
- Keeps your brand top-of-mind during their decision-making process
- Provides opportunities to address objections before they choose a competitor
- Shows professionalism and attention to detail
What If I Don't Follow Up after the Quotation?
If you don't follow up with your clients after delivering the quotation, there is a high chance they will either forget your brand or create a bad impression about you for not paying attention to new customers. Either way, it is a loss for your business in the long term. A customer will not settle for just one price quote and will approach your competitors to compare multiple options. So, unless you push yourself to send follow-up emails and improve your sales process, your competitors will take the opportunity away from you.
If you fail to send an email to a client, there will be a communication gap between your brand and potential customer. Such gaps will broaden if you keep neglecting the importance of following up. Irrespective of what efforts you implement to draw the attention of your potential customers if you are not following up after sending the price quote. You won't be able to gain the maximum potential out of your overall marketing investment, which will hamper your business adversely.
Risks of Not Following Up
Failing to follow up after sending a quotation can result in lost opportunities, damaged brand perception, and wasted marketing investment. Your competitors will gladly fill the communication gap you've created.
Quotation Follow-Ups: Dos and Don'ts
The first approach when a client asks you for a price quotation is to deliver them the same in a short span of time. Do not continue to use manual methods for preparing the quotation from scratch. You can use digital software, such as InvoiceOwl, to create your price estimate or quotation and send it through email or text message link to the customers instantly. It will save the time upon completing the customer's request.
Once you have sent the price quote, ask your sales representatives to wait for a specific period of time before sending a follow-up email. Now, this is the usual process of sending a follow-up email. But, for new business owners, it is important you know some dos and don'ts to avoid mistakes while implementing these lead-generating mistakes, which include:
Quotation Follow-Up Best Practices
| Dos | Don'ts |
|---|---|
| Add value to each follow-up email | Don't repeat yourself in the emails |
| Try to offer something beyond your usual service | Don't just act on what you think but know the prospect's values |
| Keep changing the call-to-actions | Don't be rude in your emails |
| Be attentive to sequencing | Avoid writing long emails |
| Try adding humor to build rapport | Don't spam their inbox with too many emails |
| Break up the contexts in different emails | Don't send the same email multiple times |
Pro Tip
Use digital software like InvoiceOwl to create and send quotations instantly, then set up automated reminders for your follow-up emails. This ensures you never miss an opportunity to connect with potential clients.
Create Professional Estimates That Win Clients
Stop losing opportunities due to delayed quotations. With InvoiceOwl, you can create and send professional estimates instantly, track their status, and follow up at the right time.
Start Your Free TrialFrequently Asked Questions
The best time to send a follow-up email is after 3 to 5 days of sending a price quotation to your customer. You need to maintain the balance as sending an email too late will make your customers forget you, and sending too soon will make customers feel like you are not giving them time to think.
InvoiceOwl is a popular digital software we have designed with the perspective of field businesses in mind. You can store the customer details on InvoiceOwl's central dashboard and use them to send the estimate directly without opening any other third-party application. On the same chain mail, you can then plan your follow-up emails and send them on a timely basis. You can implement customer-wise sorting of email chains to keep track of what type of follow-up emails you have already sent and what you plan to send next.
Long follow-up emails will deviate the customers from the point you want to convey. You must keep the emails short and crisp to ensure that you directly convey the point of attention to your customers without much storytelling. One email should ask just one question. Do not flood a single email with many questions, as it will confuse the customers, and there will be a further delay in making a decision. Your subject line should speak the most about what the email is all about. Let the customers know you are sending this mail with the quotation they requested a few days back.
Do not just keep re-sending the previous email if your potential customer is not responding to your first follow-up email. You can try different contexts by using a different follow-up email template to remind them about your brand and the quotation that you have sent to them. Re-sending the same email will send a bad message about your brand. Your potential leads won't appreciate it, and you will end up in the spam folder. So, make sure you keep changing the context of follow-up emails.
It's recommended to send 3-5 follow-up emails over a 2-3 week period, with increasing intervals between each email. After that, you can send a final email asking if they'd like to be removed from your follow-up list. This shows respect for their time while giving them multiple opportunities to respond.
Email is generally the preferred method for initial follow-ups as it's less intrusive and gives clients time to review your quotation at their convenience. However, if you've established a phone relationship with the client or they've indicated phone contact is preferred, a follow-up call can be effective. The best approach often combines both methods.
Summing up
Every business needs a good hold on its leads and customers to grow profits. And there is no better way to achieve this than constant follow-ups. Once the customer interacts with you, there is a need for follow-up in every aspect of service fulfillment. After sending a quotation, delivering service, and for customer support queries, you need to follow up with the customers to help them with their confusion and service-related problems.
Follow-up emails after sending a quotation are vital for your business to grow. Use the templates above to understand what you have to write in each category of follow-up email that you send. This article has also clearly stated the importance of follow-up emails and the repercussions of avoiding them. So, whether you are a new business or an established service provider, you must understand how follow-up emails can help you convert more leads for your profitability.
