Follow-up & teamsCopyable templates & a team workflow12 min read # Your quote made the first move. Here’s the follow-up. Seven quote follow-up email templates for no reply, price questions and delayed decisions. Pick your moment, copy a message and plan the next conversation. [Choose your follow-up email](https://kibihq.com/resources/articles/quote-follow-up-templates/#quote-follow-up-email-templates) · [See the Kibi CRM workflow](https://kibihq.com/resources/articles/quote-follow-up-templates/#quote-follow-up-in-kibi) By Kibi editorial team · 20 October 2026 In this article Keep your next enquiry in mind as you read. The call went well. You sent the quote. Now your inbox is giving you absolutely nothing to work with. Charming. Do you send another email? Offer a discount? Pretend you only popped in to say hello? Let’s make this less of a guessing game. A quote follow-up email reminds a prospective customer which quote you sent, connects it to their project and asks for one useful next step. Check their latest reply and any agreed decision date before sending. Below are seven original templates for seven different moments. Pick the one that fits, replace the brackets and keep your own voice. The goal is a conversation you can act on, rather than another message to count. THE QUICK TAKE ## Key takeaways - Use the customer’s promised decision date before reaching for a generic follow-up schedule. - Ask for one next step: confirm receipt, clarify a concern, review a revision or agree when to reconnect. - A reply changes the plan. Stop the old chase when the customer answers, declines or asks you to pause. - Kibi connects the enquiry, quote, owner and human next action. Quotes are available on Team and Growth; Today helps the team remember the next conversation. ## Before “just checking in”, check what you know. Silence does not tell you whether the customer missed the link, needs a colleague’s approval or has put the project on ice. Your next email should leave room for the actual answer. Read the latest conversation and open the quote you mean to reference. A follow-up on the wrong version is a very small email with a surprisingly large capacity for confusion. - Quote: the correct number, current version, project and customer. - Scope: what is included, what is excluded and any question still waiting for an answer. - Timing: the agreed decision date, project timing and actual quote expiry. - People: who is reviewing the quote and who on your team will handle the reply. - History: any response, decline, request to pause or promise another teammate has already made. [business.gov.au’s guide to clear scope, revisions and quote details](https://business.gov.au/people/contractors/prepare-quotes) ## Seven quote follow-up email templates. Choose your moment. BEFORE YOU PRESS SENDWriting guidance · choose a situation ### Read the room.Then write the follow-up. Same quote. Four very different conversations. What did the customer last tell you? No replyNothing back yetA date was agreed“Ask me on Friday”Price or scope?Something needs a changeNot right nowThe timing has changed #### Make the reply smaller than the decision. Check firstCheck the recipient, the quote link and your last conversation. Silence does not tell you why they have not replied. One useful next moveCheck the quote reached them and offer to clarify one part. Know when to stop. If they say no, thank them and close the loop. No reply after your planned final check? Park it. [Use the no-reply template](https://kibihq.com/resources/articles/quote-follow-up-templates/#template-no-reply) #### A promise beats a random nudge. Check firstRead the date you agreed and what the customer needed to decide. Follow up when you said you would. One useful next moveRefer to that conversation and ask whether they are ready to proceed or need a new date. Know when to stop. If the decision moves, agree the next contact together. Do not keep chasing the old date. [Use the agreed-date template](https://kibihq.com/resources/articles/quote-follow-up-templates/#template-decision-date) #### Find the wobble before you reach for a discount. Check firstFind out whether the concern is the budget, the work included or the timing. Those need different answers. One useful next moveAsk which part needs adjusting. Confirm any change before issuing a revised quote. Know when to stop. If the work cannot fit their budget, say so clearly. A kind no beats a messy yes. [Use the price-and-scope template](https://kibihq.com/resources/articles/quote-follow-up-templates/#template-price-scope) #### Leave the door open. Give them some room. Check firstRead what they said about timing. “Not now” is not an invitation to email every Tuesday. One useful next moveAsk whether they would like you to check back at a specific time, or leave it with them. Know when to stop. No permission to follow up? Leave it with them. Keep a note so a teammate does not restart the chase. [Use the not-now template](https://kibihq.com/resources/articles/quote-follow-up-templates/#template-not-now) Start with the real quote and the customer’s wishes. The right next step may be a reply, a later date or a pause. These examples cover a quotation, estimate or service proposal you have already sent. Keep the customer’s usual term and use a subject they will recognise. Copy the message into your usual email tool, replace every bracket and check the link. Keep the details specific and the sign-off yours. 01 ### You sent the quote and heard nothing SUBJECTQuote [number] for [project] — did it reach you? Hi [name], I sent quote [number] for [project] on [date] and wanted to check it reached you. Here’s the link again: [quote link]. It covers [short scope summary]. Is there anything you’d like me to clarify before you review it? Happy to help, [your name] Use for a first receipt check when no agreed decision date or reply makes another message more appropriate. Never say you know they read the email. 02 ### Their promised decision date has passed SUBJECT[Project] quote — next step after [agreed date]? Hi [name], When we spoke, you expected to review quote [number] by [agreed date]. I’m checking where [project] stands now. Would you like to go ahead, talk through a question or agree a later date to reconnect? Here’s the quote for reference: [quote link]. Thanks, [your name] Send after the date they actually gave you. If another person’s approval is needed, ask what information would help them rather than demanding an immediate decision. 03 ### They raised a price or scope question SUBJECTQuote [number] — let’s check [specific concern] Hi [name], Thanks for raising [their specific concern] about the quote for [project]. The current quote includes [relevant item] and excludes [relevant exclusion]. I’d like to understand which part you need us to revisit. Would a short call help, or would you prefer to send the detail here so I can review it? Thanks, [your name] Use only the concern they actually raised. Do not assume silence means the price is too high, promise an unapproved discount or remove work without agreeing the new scope. 04 ### The project has moved to later SUBJECT[Project] — when would a check-in be useful? Hi [name], Thanks for letting me know [project] is on hold. I’ll pause the follow-ups for now. Would you like me to get back in touch around [month or date], or would you prefer to contact us when you’re ready? We can check the scope, current pricing and availability again before anything moves ahead. All the best, [your name] Ask permission to reconnect and record the answer. Do not imply the old quote or a work slot stays available indefinitely. 05 ### You are checking a revised quote SUBJECTRevised quote [number] — [project] changes Hi [name], I sent the revised quote for [project] on [date], following our discussion about [agreed change]. Here’s the current version: [quote link]. Does the updated scope reflect what we discussed, or is there a detail you’d like to talk through? Happy to help, [your name] Check the actual changes, version and link. Explain what changed; do not quietly swap the price or leave two conflicting offers unexplained. 06 ### The real quote expiry is approaching SUBJECTQuote [number] — valid until [actual expiry date] Hi [name], A quick note that quote [number] for [project] is valid until [actual expiry date]. Here’s the link: [quote link]. If you’re still considering it, is there anything you need from me before then? If your timing has changed, let me know and we can review what needs updating before a new quote is issued. Thanks, [your name] Use a genuine expiry already stated on the quote. An expiry reminder is not a reason to invent scarcity, a price increase or a booked-out calendar. 07 ### You are ready to pause unanswered follow-ups SUBJECT[Project] quote — I’ll leave the next step with you Hi [name], I haven’t heard back about quote [number] for [project], so I’ll pause the follow-ups here. If the project is still on your list, you’re welcome to reply when the timing is right. We’ll check the current scope, pricing and availability together before moving ahead. Thank you for considering us, [your name] Use after a reasonable review of the history. This pauses your outreach; it does not cancel a contract, withdraw a quote automatically or create a deadline for the customer. ## When should you follow up after sending a quote? Follow up on the date you agreed with the customer. If no date was agreed, a receipt check after two or three business days can be a reasonable starting point. Adjust it to the project and the conversation. That is a suggested working rhythm, not a proven best time or a rule to send every message below. An urgent repair and a proposal awaiting next month’s budget meeting need different treatment. Xero’s quoting guidance recommends checking that a customer received and understood the quote. The useful purpose is clarification; a perfectly timed email with nothing useful to say still gives them work. A practical starting point. The customer’s reply or agreed date takes priority. | What you know | A useful next move | | --- | --- | | No reply and no review date | After a short, sensible gap, check receipt and offer to clarify one thing. | | They promised a decision on a date | Wait until that date has passed, then ask whether the plan has changed. | | They are waiting for an approval | Ask what the approver needs and agree when to reconnect. | | They raised a question | Answer it or name who will. Pause the generic quote chase. | | They asked for more time or no further contact | Respect the request. Record any permission and date for a later conversation. | | Several useful attempts, still no answer | Review the history and consider one clear closing note, then pause. | [Xero’s original advice on following up a sent quote](https://blog.xero.com/news-events/prepare-create-sales-quotes/) ## A subject line should ring a bell, not an alarm. Use the project, quote number or actual question. If the existing thread is clear, replying in it can preserve the context. Start a fresh subject when you need to make a revision unmistakable. You do not need to apologise for a useful follow-up. You also do not need to turn a quotation into “URGENT!!!” because Tuesday happened. Recognisable beats mysterious. Clear beats dramatic. | Instead of | Try | | --- | --- | | Just following up | Quote [number] for [project] — any questions? | | Any updates???? | [Project] — next step after [agreed date]? | | LAST CHANCE | Quote [number] — valid until [actual date] | | Revised proposal attached | Revised quote [number] — [specific change] | ## Give them something easier than “any thoughts?”. A good quotation follow-up makes the decision smaller. Ask whether the scope fits, which approval is missing or when a short discussion would help. Give the reader something they can actually answer. For an agency, that might mean confirming whether the proposal includes copywriting or only the website build. For a roofer, it could mean clarifying which repair work the estimate covers. Use the customer’s question, rather than sending your entire sales brochure again. One relevant explanation usually earns its place more readily than five reasons your business is amazing. And please leave the surprise discount in its drawer. If budget is the issue, understand the requirement first. A smaller agreed scope may be a better conversation than casually charging less for the same work. [Keep agency proposals and client follow-ups together](https://kibihq.com/industries/agencies/) · [Follow roofing enquiries and estimates through the sales conversation](https://kibihq.com/industries/roofing/) · [See Kibi for home-service enquiry follow-up](https://kibihq.com/industries/home-services/) ## The client said “Thursday”. Make sure the team heard it. Juniper Studio is a fictional three-person agency. Maya sends Fern & Field a website quote. The client asks Ben whether service-page writing is included; their founder will review it on Thursday. Maya sees an unanswered quote and sends a Tuesday nudge. Ben is still checking the copywriting scope. Nobody is being careless; each person has a different piece of the conversation. The useful next move is to answer the scope question before Thursday, then let Maya handle the agreed follow-up. A prettier “checking in” email would not fix the missing context. Write a short handover that names the open question, its owner and the next contact. The next teammate should be able to help without asking the client to repeat the whole story. Fictional handover — an illustrative team note Website quote Q-104 · client asked whether service-page copywriting is included. Ben to confirm the scope before the founder’s Thursday review. Maya owns the customer reply and will reconnect Friday if there is no update. No extra chase before the agreed review. [Write a handover the next person can actually use](https://kibihq.com/resources/articles/a-handoff-note-the-next-person-can-use/) ## Keep the quote, the conversation and the next hello together. kibi.Illustrative workflow · fictional agency ### Sent is a status.A next step is a plan. - 1Enquiry #### The brief has a home. Fern & Field asks Juniper Studio about a website refresh. Keep the request and the conversation together. What are they trying to do? - 2Quote #### The offer is clear. Share the scope, total and terms. The customer can accept the quote online. What have you offered? - 3Agreed next contact #### Friday. After the founder’s review. Maya records the agreement and plans her next action in Today. Who will follow up, and when? - 4Human reply #### One useful question. “Does the scope still fit, or is there a part you would like to adjust?” What would help them decide? The next person sees the context.The customer gets a conversation. Quotes on Team and Growth. Your team plans the next Today action and sends the follow-up. Kibi CRM gives small teams a place to keep the enquiry, its owner and what needs to happen next. That matters when a quote leaves your hands but the conversation is still very much alive. Create and send a quote from the enquiry on Team and Growth. Your customer can open the quote link and accept or decline it. When they accept, Kibi marks the enquiry Won and links or creates the client. Plan a human follow-up, such as emailing after the customer’s review date. Today helps the responsible teammate see that next action. They can read the conversation, adapt the message and make the contact themselves. The person handling the enquiry chooses the message and keeps the next action current. Today provides the reminder; your teammate brings the judgement and sends the follow-up. Start with one real quote that currently lives in someone’s memory. Give it an owner and an agreed next step. Less inbox archaeology. A little more “I remembered”. [See Kibi quotes, acceptance and invoices](https://kibihq.com/features/quotes-invoices/) · [See how Today makes follow-up visible](https://kibihq.com/features/today/) · [Try the quote-to-next-step workflow in Kibi CRM](https://kibihq.com/start/) ## The little quote-follow-up questions, answered. How do I politely follow up on a quotation? Mention the quote number and project, include the current quote link and ask one clear question. Check whether it arrived, whether a detail needs explaining or whether the decision date has changed. Respect any request to pause. How long should I wait before following up on a quote? Use the review date you agreed with the customer. With no agreed date, a receipt check after two or three business days is a possible starting point, not a universal rule. Adjust to the work, urgency and latest reply. What should I say if there is no response after sending a quotation? First check receipt and offer to clarify the scope. A later message can ask whether the project is proceeding, delayed or no longer needed. If useful attempts remain unanswered, consider a short closing note and pause rather than continuing indefinitely. Should I offer a discount in a quote follow-up email? Do not assume silence means a price objection. Ask what is holding up the decision. If budget is a concern, discuss the requirement and any scope changes before offering a discount your team has not approved. Can I use these messages for an estimate or a proposal? Yes. Use the name of the document the customer received and check its actual scope, terms and status. Do not turn an indicative estimate into a fixed-price promise or imply a proposal has already been accepted. Is a quote follow-up the same as an invoice reminder? No. A quote follow-up asks about proposed work and the customer’s decision. An invoice reminder concerns an issued invoice and its payment details. Check which stage you are at before sending a message that asks for money. Will Kibi send these quote follow-up emails automatically? No. These are examples to adapt. Kibi’s Today and follow-up tools help a teammate remember a human action; they do not automatically send a custom quotation-chasing sequence. Quotes are available on Team and Growth. ## When the answer is yes, give it a proper next step. The point of following up is to understand what happens next. That may be an acceptance, a useful question, a later date or a clear no. Each is more helpful than a team guessing in five different places. If the quote is accepted, follow your agreed process for the next stage. In Kibi, invoices are available on Growth and can be created from a quote, enquiry or client. Keep payment chasing separate from the sales conversation. Kibi CRM has a 14-day trial, then a paid plan. Bring an enquiry, send a quote and give its next conversation a home. You bring the charm. Kibi helps with the remembering. Templates and scenarios are illustrative. Source guidance was checked on 20 October 2026; adapt the suggested timing to your customer. [Start a Kibi CRM trial](https://kibihq.com/start/) · [Check quote and invoice plans for your team](https://kibihq.com/pricing/) · [Already invoiced? Use the right payment reminder template](https://kibihq.com/resources/articles/payment-reminder-templates/) Try one thing on the next enquiry.Pick a change your team can use tomorrow. THE USEFUL SHELF ## Try it in your setup Follow the steps, then check the result on your site or in your workspace. Step-by-step Kibi guides [Feature walkthroughFollow a quote through to an invoiceKeep the commercial next step connected to the enquiry.](https://kibihq.com/features/quotes-invoices/) · [Feature walkthroughSee how Today keeps follow-up visibleA closer look at the place to find the next action.](https://kibihq.com/features/today/) KEEP THE THREAD GOING ## Read this next. [Follow-up & teams](https://kibihq.com/resources/category/follow-up-and-teams/)10 min read Copyable templates & a team workflow 20 October 2026 ### [Invoice reminders: a gentle nudge, without the awkward chase.](https://kibihq.com/resources/articles/payment-reminder-templates/) Six invoice reminder email templates for due dates, overdue payments and awkward replies. Pick the situation, adapt the message and give the next action an owner. [Read the article : Invoice reminders: a gentle nudge, without the awkward chase.](https://kibihq.com/resources/articles/payment-reminder-templates/) [Follow-up & teams](https://kibihq.com/resources/category/follow-up-and-teams/)4 min read Team playbook 16 October 2026 ### [A handoff note the next person can actually use](https://kibihq.com/resources/articles/a-handoff-note-the-next-person-can-use/) What the customer needs, what you promised and who does the next thing. A short handoff note your teammate can act on. [Read the article : A handoff note the next person can actually use](https://kibihq.com/resources/articles/a-handoff-note-the-next-person-can-use/) [Follow-up & teams](https://kibihq.com/resources/category/follow-up-and-teams/)12 min read Practical team playbook 17 October 2026 ### [Client follow-up: don’t lose them after “send the details”](https://kibihq.com/resources/articles/client-follow-up-legal-compliance-services/) Clients go quiet after a legal or compliance enquiry? Plan quotation follow-ups, keep specialist handovers clear and give the next reply an owner. [Read the article : Client follow-up: don’t lose them after “send the details”](https://kibihq.com/resources/articles/client-follow-up-legal-compliance-services/) Source: https://kibihq.com/resources/articles/quote-follow-up-templates/