A useful quote follow-up helps the client understand the proposal or take the next step. Ask about questions, timing and unresolved details instead of repeatedly asking whether they have decided. Let their review process guide your contact rather than relying on a rigid chase sequence.
Agree the review process when you send the quote
Tell the client what the proposal covers and ask when they expect to review it. Confirm who else needs a copy and whether they prefer email or a call.
If no check-in was agreed, make a brief initial contact to confirm receipt and ask about timing. Avoid sending the same reminder across several channels on the same day. A quote expiry date should reflect your actual offer, not a made-up deadline to force a reply.
Make the first follow-up easy to answer
Identify the site and proposal, then ask one useful question. This example suits a routine cleaning proposal:
Hi [name], I’m checking that the cleaning proposal for [site] reached you. Is there anything unclear about the tasks, frequency or exclusions? If it is still being reviewed, what would be a suitable date for me to check back?
Keep attachments and version names clear. If the client cannot find the quote, resend the current version rather than assuming their silence means price resistance.
Respond to the obstacle, not just the delay
- Scope uncertainty: identify the task or area in question and confirm it in writing.
- Budget concern: ask which requirements are essential before offering a different scope.
- Competing proposals: help compare inclusions, frequency, consumables and GST treatment without criticising another contractor.
- Internal approval: ask what information the reviewer needs and when a decision is expected.
- Start-date uncertainty: clarify whether they are gathering options or preparing for a confirmed change.
If price is the issue, do not automatically discount an unchanged service. Explain any proposed reduction in tasks or frequency and assess whether it remains workable. The commercial cleaning quote checklist helps you check that your revised proposal still states the essentials.
Use the next check-in to add something relevant
Follow up on the agreed date with the answer, revised scope or document the client requested. If nothing has changed, ask whether their timetable has moved. Do not invent urgency or claim availability you have not checked.
Where scope has changed materially, date and label the replacement quote so both sides know which version is being considered.
Close the loop when there is no response
After reasonable attempts without a reply, send a short closing message explaining that you will pause follow-up and they can reconnect if the requirement returns. Record the outcome as pending or closed, not as a won contract.
If the client accepts, confirm the agreed terms and start arrangements before moving to the new-contract onboarding checklist. A positive conversation alone is not approval to begin work.
