A quote with no response is not a no. Most of the time the client got pulled into something else, is waiting on an internal sign-off, or simply lost your email under everything else. A well-timed follow-up is often all it takes to restart the decision. Here is when to follow up, how to write it, and 5 templates you can adapt.
Follow up on day 3, day 7, then day 14
A follow-up sent the next day feels pushy. One sent three weeks later arrives after the client has moved on. A simple rhythm works for most B2B quotes: a first follow-up 3 working days after sending, a second one a week later, and a last one at two weeks. Beyond that, the quote is rarely a priority for the client, and a closing message beats a fourth nudge. Write down the send date of every quote the moment it goes out. Without that habit, follow-ups depend on your memory, and that is exactly where deals get lost.
Template 1: the short nudge, three days after sending
The first message should be light. The goal is to bring your quote back to the top of the client’s inbox, not to apply pressure.
Subject: Re: Quote for [project name]
Hi [First name],
Just checking in on the quote I sent on [date]. Have you had a chance to look it over? Happy to clarify anything that would help.
Best, [Signature]
Reply in the same thread as the quote, so the client finds the attachment without searching for it.
Template 2: the useful follow-up, with something new
On the second follow-up, bring something of value: an answer to a likely objection, a similar customer story, or a detail about the schedule.
Hi [First name],
To add to the quote from [date], here is what [comparable client] achieved with a similar project last year: [one-sentence concrete result].
If the timeline still works for you, we can start as early as [date].
[Signature]
New information justifies the message. The client no longer reads it as a chaser, but as an update.
Template 3: the closed question that gets a reply
When the silence drags on, make replying effortless. A question that takes one word to answer gets far more responses than an open one.
Hi [First name],
To understand where things stand on the [project name] quote, could you tell me which of these fits your situation?
- It’s moving forward, I just need a bit more time
- The quote needs adjusting (budget, scope)
- The project is on hold or cancelled
Just replying with a number is perfect.
[Signature]
This format respects the client’s time and gives you something you can act on, even when the answer is no.
Template 4: the reminder before the quote expires
If your quote has a validity date, it is a natural and honest reason to follow up.
Hi [First name],
A quick reminder: the [project name] quote is valid until [date]. After that, I will need to review pricing and scheduling based on our availability.
Would you like us to hold the [date] start slot for you?
[Signature]
Do not invent urgency. A real deadline, stated calmly, helps the client prioritize.
Template 5: the closing message
After three follow-ups with no reply, send one last message that closes the loop politely. Paradoxically, this is often the one that gets an answer.
Hi [First name],
Since I haven’t heard back, I’ll assume the project isn’t a priority right now and close the file on my side.
If things change, I’d be glad to pick it up again. Just reply to this email.
[Signature]
The pressure is gone, and the client knows the door is still open.
The hard part is not writing follow-ups, it is remembering them when you have twenty quotes in flight. Scribarius spots emails that got no reply and prepares the follow-up in the same thread, following the sequence you choose. It stops as soon as the client replies. To go further, read how AI helps sales reps follow up with prospects.
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