Quote Follow-Up Templates for Tradies and Small Businesses
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Many quotes go quiet because the customer got busy, not because they said no. A short, polite follow-up two or three days after the quote, and another a week later, wins back jobs you'd otherwise lose. Below are templates you can copy, plus the spam rules to keep in mind if follow-ups turn into marketing.
When should you follow up?
| When | What to send | Channel |
|---|---|---|
| Same day | Quote sent, with a one-line summary and how to accept | |
| 2 to 3 days later | Friendly check-in and an offer to answer questions | Text or call |
| 7 days later | Reminder of availability or a booking date | |
| 14 days later | Last check, then close it off politely | Text or email |
This timing is our general guidance. Adjust it for urgent jobs, which need same-day follow-up.
Template 1: quote sent
"Hi [Name], thanks for having us out to look at [job]. Your quote is attached: [total price including GST], valid until [date]. To go ahead, reply to this email or call [number]. Happy to answer any questions. [Your name], [Business], [licence number if required]."
Template 2: friendly check-in
"Hi [Name], it's [your name] from [Business]. Just checking you got the quote for [job]. Any questions I can help with? No pressure either way."
Template 3: availability reminder
"Hi [Name], we've got an opening on [day/date] for [job] if that suits. Let me know by [day] and I'll lock it in. The quote's still valid until [date]."
Template 4: closing it off
"Hi [Name], I'll close off the quote for [job] for now so I'm not chasing you. If you'd like to go ahead later, just reply and we'll update it. Thanks for considering us."
What about the spam rules?
A follow-up about a quote someone asked for is part of that conversation. If you start sending them promotions, newsletters or offers, the Spam Act applies: the ACMA says commercial messages need consent, must identify your business with correct contact details, and need an unsubscribe that's honoured within 5 working days (ACMA). See the Spam Act for small businesses. This is general information, not legal advice.
Tips that lift acceptance
- Send the quote fast, ideally the same day as the visit
- Show the total price clearly, including GST. See what an Australian business website must show
- Add two or three recent reviews or photos of similar jobs
- Make accepting easy: reply, call or click a link
- Keep a simple list of open quotes so none fall through the cracks
What should the quote itself include?
A clear quote makes every follow-up easier, because the customer isn't stuck with questions they're too busy to ask. As a rule of thumb, include:
- Your business name, ABN and licence or registration number if your trade requires it
- The customer's name and the job address
- A plain description of the work, split into stages or items if it's a bigger job
- What's included and what isn't, such as rubbish removal, materials or permits
- The total price. The ACCC says businesses that show a price must include a single total price that covers all compulsory fees and charges, including GST (ACCC)
- How long the quote is valid, and the expected start date or lead time
- Payment terms, such as deposit and when the balance is due
- How to accept: reply, sign, or click a link
Keep it to one or two pages where you can. A long, dense quote is harder to say yes to on a phone. Send it as a PDF with your logo and contact details at the top, and use a file name the customer can find later, such as "Quote - Bathroom fan - 12 Smith St".
Template 5: phone script for the check-in call
Some customers never read their email but will pick up a call. Keep it short and helpful:
"Hi [Name], it's [your name] from [Business]. I sent through the quote for [job] on [day]. I'm just calling to see if you had any questions about it, or if anything needs changing. [Pause.] No worries. Would it help if I held [date] for you while you think about it?"
If they don't answer, leave a 15-second voicemail with your name, the job and your number, then send Template 2 as a text so they have it in writing.
Template 6: when the customer says it's too expensive
Price pushback isn't always a no. Often it's a request for options. Don't drop your price straight away; offer choices instead.
"Thanks for letting me know, [Name]. I'd rather find something that works than lose the job. A couple of options: we could do [stage one] now and [stage two] later, or use [alternative material], which brings it to [new total including GST]. The original quote covers [key benefit], which is why it's priced that way. Happy to talk it through."
If you can't move on price, say so kindly and leave the door open. Customers often come back after comparing a cheaper quote that leaves things out.
Template 7: after the job is won
Following up doesn't stop when they say yes. A short confirmation builds trust and cuts no-shows.
"Great news, [Name]. You're booked for [day and date], arriving between [time window]. Before we come, please [any prep, such as clear access to the meter box]. If anything changes, call or text [number]. See you then. [Your name], [Business]."
Once the job is done and the customer is happy, that's the moment to ask for a Google review. Ask every customer the same way, not only the happy ones you pick, and never offer a reward only for positive reviews (ACCC). See how to get more Google reviews.
How do you keep track of open quotes?
Most lost quotes aren't lost on price. They're lost because nobody followed up. A simple tracker fixes that, and it doesn't need special software.
| Column | Example |
|---|---|
| Customer and suburb | J. Nguyen, Sunshine West |
| Job | Bathroom exhaust fan replacement |
| Quote sent | Monday 3 March |
| Next follow-up due | Thursday 6 March |
| Status | Open, won, lost, closed off |
| Reason if lost | Price, timing, went with someone else, no reply |
Check the list at the same time every day, for example while you have your morning coffee. The "reason if lost" column is gold: after a few months it tells you whether you have a price problem, a speed problem or a follow-up problem.
| Channel | Best for | Watch out for |
|---|---|---|
| Phone call | Bigger jobs, customers who asked lots of questions, price pushback | Calling too often or at odd hours |
| Text | Quick check-ins and booking confirmations | Long messages; keep it to two or three lines |
| Sending the quote, written changes, anything with attachments | Spam folders; mention in a text that you've emailed |
Ask on the first visit how the customer prefers to be contacted, and note it on the quote tracker. Matching their preference is the simplest way to get a reply. If you've tried two channels and heard nothing, switch to the third before you close the quote off. A customer who ignores emails will often answer a text within minutes, and someone who never answers unknown numbers may reply to an email that evening.
Quotes collect names, addresses, phone numbers and sometimes photos of people's homes. Treat them with care.
- Keep quote records in one secure place, not spread across personal phones and inboxes
- Only use contact details to follow up on that quote unless the customer agrees to hear more from you
- If you want to add past customers to a newsletter or offers list, get their consent first; commercial messages need it (ACMA)
- Check whether the Privacy Act applies to your business; most small businesses with turnover of $3 million or less are exempt, but some types aren't (OAIC)
See do you need a privacy policy for more. This is general information, not legal advice.
Morphic builds websites for Melbourne tradies with quote forms that capture the details you need, so you can quote faster. Get a free quote, or book a 30-minute call.
Related service. tradie websites.
Related reading: Contact form best practices and Tradie website copy.
Related reading. how to handle missed calls.
Key Takeaways
Many quiet quotes are busy customers, not lost jobs.
Follow up two or three times over about two weeks.
Keep messages short, friendly and easy to say yes to.
Marketing messages need consent, ID and an unsubscribe under the Spam Act.
Track open quotes so none slip through.
Emon Datta
Founder, Morphic Agency
Morphic Agency is a Melbourne-based UX design agency. We've shipped 50+ products across 15+ countries.
