Follow Up Email for Quotation: Templates

How do you follow up after submitting a quote?

A follow up email for a quotation does one job: it brings the quote back in front of the buyer and asks one question they can answer in a line. The buyer already asked you for a price, so you don't need to pitch again. You need to make replying easy. Here's the order to work in:

1. 1 Check the original send first. If the quote email bounced, a follow-up won't fix that. Read the bounce, correct the address, and send the quote again rather than following up.
2. 2 Hit Reply on the email that carried the quote. Don't start a new message. A real reply sets the In-Reply-To and References headers, which are part of the internet message format standard, and mail clients use those headers to group your follow-up with the quote.
3. 3 Restate the quote in one line: what it covers, its reference number if you use one, and the date it was sent.
4. 4 Ask one question. 'Did the quote come through, and does the scope match what you need?' is easy to answer. 'Let me know your thoughts' isn't.
5. 5 Give a real date. If the quote is valid until a certain day, say so. That's a fact the buyer needs, not a pressure tactic.
6. 6 Set the next touch in your calendar or tool, and stop the sequence as soon as the buyer replies.

The same rules apply to any outreach thread. If you're wondering more generally how do you write a follow up email when nobody asked for a quote, the cold outreach version is different: weaker context, stricter volume limits and tighter stop rules.

How many days after a quote should you follow up?

The pages ranking for this search mostly agree on the first touch. A LinkedIn article in the results puts it at 2–3 days after the quote is sent. Google's AI overview for this search suggests a gentle check-in after 2–3 days and a value-focused follow-up after 5–7 days. Those figures come from the search results, not from our own measurements. Use them as a starting point and then adjust for the deal:

Touch	Timing	What it asks
Arrival check	2–3 days after the quote (per Google's AI overview and a LinkedIn article in the results)	Did it arrive, and is anything unclear?
Scope question	5–7 days after the quote (per Google's AI overview)	Does the scope fit? Should one line item change?
Expiry reminder	A few working days before the validity date printed on the quote	The price holds until that date. Do they want it confirmed or revised?
Close-out	After the expiry date, if there's still no reply	Should you close the file, or check back later?

There are times this schedule doesn't fit. If the buyer told you their decision date, follow up the day after it and not before. If the quote went to a procurement portal, a reply-all email may land outside that process, so follow up through the portal or with your named contact there. And once the quote has expired, sending reminders about the old price is pointless. Send a revised quote or close the file.

Sales follow up email template for a quotation

Each of these templates goes in the original thread, as a reply. Fill in the brackets yourself. A template sent with '[Client Name]' still in it does more damage than sending nothing.

• Arrival check: 'Hi [Name], I sent the quote for [project] on [date]. Did it come through all right? If anything in the scope reads differently from what we discussed, tell me which line and I'll adjust it.'
• Scope question: 'Hi [Name], one question on the quote for [project]: does [specific item, e.g. the rollout in two phases] match how you want to run it, or should I price it as a single phase?'
• Expiry reminder: 'Hi [Name], the quote for [project] is valid until [date]. If you need longer to decide, I can reissue it with a new date. Just reply with when suits you.'
• Close-out: 'Hi [Name], I haven't heard back on the quote for [project], so I'll assume the timing isn't right and close it on my side. If it comes back up, reply here and I'll update the figures.'

A follow up sales email for a quote is easier than one after cold contact, because the buyer started the conversation. That's why these templates don't re-introduce you. For follow-ups after a call or a demo, or to someone who never asked for anything, the wording changes. The ten sales follow-up email templates on this site cover those situations, and the breakup email guide covers the final message.

How to follow up a quotation politely

Being polite in a quote follow-up mostly means not wasting the buyer's time. These are the habits that get read as desperate or pushy, and why:

• 'Just checking in' with no question. The buyer has to work out what you want, so it's easy to leave the email for later.
• A new email with 'Re:' typed into the subject. It has no In-Reply-To header, so clients that thread by headers show it separately from the quote. The buyer then has to go and find the quote themselves.
• An unprompted discount in the second follow-up. It tells the buyer the first price was padded, and the next quote you send will be read that way too.
• A deadline you made up. If the quote has no expiry, don't invent one. Ask about their timeline instead.
• Following up after a reply. A sequence that doesn't stop when the buyer answers sends them a reminder about an email they've already replied to.

How to follow up on a request for quotation as the buyer

Sometimes you're the one waiting. If you've sent an RFQ and a supplier hasn't responded, reply to your own request in the same thread. Restate the deadline for submissions, list the documents you need (itemised price, delivery time, validity period), and ask for confirmation that they intend to bid. A yes-or-no question gets a faster answer than a general reminder. If several suppliers missed the deadline, send each a separate reply. Don't send one email with everyone in Cc, because that shows every bidder who they're competing against.

Which tool should send quote follow-ups?

The choice comes down to three things. How many open quotes do you have at once? Where does the list of them live? And does the follow-up stay in the thread from your own mailbox? Here's how the common options compare on those points:

Option	Example tools	Where the open quotes live	Suits	Where it stops
Your mail client	Gmail (scheduled send), Outlook (follow-up flags)	In your inbox and calendar	A handful of open quotes. Every follow-up is a real reply in the thread, from your own mailbox.	Nothing stops automatically when someone replies. You track every quote by hand.
CRM with sales sequences	HubSpot Sales Hub, Pipedrive	In the CRM, as deals with stages	Teams that already log quotes as deals and want follow-ups tied to the deal stage	Check the vendor's documentation for whether sequence emails go out through your connected mailbox, and whether they thread to the quote email.
Email sending service with automations	Brevo	As contacts and lists in the sending service	Templated reminders sent from your authenticated domain	Automated messages are often new emails rather than replies. Check whether the threading headers are set before you rely on them.

If you're still choosing software, the guide to email follow-up apps sorted by job goes through mail-client reminders, add-ons and sequence tools in more detail.

Where EmailFlow OS fits: a EmailFlow OS product

EmailFlow OS is built for B2B cold outreach, not for one quote going to one buyer. For a single open quote, a reply from your mail client is the right tool. EmailFlow OS fits further up the pipeline, before anyone has asked for a quote. You record one video and upload it to EmailFlow OS, connect your Brevo account and your sending domain, and import your prospect list into EmailFlow OS. EmailFlow OS then creates a personalised version of that one recording for each recipient on the list, not one per company, and sends each version through your own Brevo account and your own sending domain. Nothing goes out from a shared platform address. Your domain, your DNS records and your Brevo account stay under your control. How the per-recipient video works is described on the EmailFlow OS home page.

Cold email deliverability: does it affect quote follow-ups?

Yes. The receiving server judges a follow-up the same way it judges any other email. Whether it reaches the inbox depends on whether SPF, DKIM and DMARC pass and align with your From domain, on your domain's reputation, and on your bounce and complaint history. Cold email deliverability matters here because quote follow-ups often go out from the same domain as your prospecting emails. If cold sends from that domain bounce a lot or get spam complaints, its reputation drops, and your quote follow-ups are sent from that same domain. Before a follow-up goes out, check the Authentication-Results header on a test send and make sure your DMARC record has a policy. The explainer on what decides cold email deliverability goes through the signals in order.

What is a good email deliverability rate?

There are two numbers people mean by this, and they measure different things. The delivery rate is accepted messages divided by messages sent. It only tells you the receiving server didn't bounce the email. Inbox placement tells you whether an accepted message landed in the inbox or in spam, and no sending report shows that directly. A quote follow-up can show as delivered and still sit in the buyer's spam folder. So any 'good' rate has to say which of the two it's measuring. The page on delivery rate versus inbox placement explains how each one is measured.

Email prospecting vs following up on a quote

Email prospecting is first contact with someone who hasn't asked to hear from you. A quote follow-up goes to someone who requested a price. The difference matters in law as well as in tone. In Germany, the Act Against Unfair Competition (UWG) requires prior express consent for advertising by email, and the GDPR governs how you process the recipient's personal data. A follow-up about a quote the buyer asked for is a different situation from a cold advertising email. But once you add unrelated offers to the thread, you may move it back toward advertising. Get legal advice on your own wording. Using a tool doesn't make a send compliant. How you operate decides that. The overview of what prospecting means in sales and marketing covers the steps before first contact.

Questions people ask

? How to write a follow-up email for quotation?

Reply to the email that carried the quote, so the In-Reply-To header keeps both messages in one thread. Write three lines: what the quote covers and the date you sent it, one question the buyer can answer quickly, and the validity date if the quote has one. Leave out any re-pitch and any unprompted discount.

? How many follow-ups should I send after a quote?

Plan three or four touches: an arrival check, a scope question, an expiry reminder and a close-out. Google's AI overview for this search places the first touch at 2–3 days and the second at 5–7 days after the quote. Stop as soon as the buyer replies. A sequence that keeps sending after a reply is the most common mistake.

? Should I offer a discount in a quote follow-up?

Not unprompted. A price cut in the second email tells the buyer the original quote had padding in it. Ask about scope instead. Removing or phasing one line item changes the price without changing your rate. That gives the buyer a real choice, rather than a lower number with no reason behind it.

? Why didn't my follow-up show up in the same thread as the quote?

Most likely it was sent as a new email with 'Re:' typed into the subject. A thread depends on the In-Reply-To and References headers, which only a real reply sets. Automated tools that send new messages may leave those headers out, so the follow-up shows up on its own instead of under the quote.