A quotation follow-up email serves as an essential communication tool between businesses and potential clients, enhancing engagement and promoting decision-making. Effective email templates streamline the process of sending reminders, which can significantly increase the chances of securing a response. Crafting a clear and concise subject line is crucial, as it captures the recipient’s attention and encourages them to review the proposal. Personalization within the email builds rapport and demonstrates the sender’s commitment to meeting the client’s needs.
Best Structure for Quotation Follow-Up Email Example
Following up on a quotation is an important step in the sales process. It shows your potential clients that you care about their needs and are eager to work with them. Whether it’s been a few days or a couple of weeks since you sent your quotation, following up is a great way to keep the conversation going. Here’s a simple but effective structure for crafting your quotation follow-up email.
1. Subject Line
The subject line is your first impression, so you want it to be clear and engaging. Aim for something direct but friendly. Here are a few examples:
- Quick Follow-Up on Your Quotation
- Checking in on Your Recent Quotation
- Just Following Up – Any Questions?
2. Greeting
Start your email with a friendly greeting. If you’re on a first-name basis with the recipient, use their name. It makes it more personal. A simple “Hi [Name],” or “Hello [Name],” works great.
3. Express Appreciation
Next, thank them for their time and consideration. This sets a positive tone for the rest of the email. For example:
“Thank you for taking the time to review our quotation. We truly appreciate your interest in our services!”
4. Reference the Quotation
Clearly mention the quotation you sent over. This could be a summary or a specific detail that makes it easier for them to recall your proposal. For instance:
“I wanted to follow up on the quotation I sent on [date], which outlined our services for [specific project].”
5. Invite Questions
This is a great place to express openness. Encourage them to reach out with any questions they might have:
“If you have any questions or need further clarification, please don’t hesitate to ask!”
6. Provide a Reminder or Additional Info
This could be a reminder of pricing, benefits, or a spotlight on why your service stands out. Here’s how you could structure this:
| Service / Product | Benefit | Price |
|---|---|---|
| Service A | Benefit A | $X |
| Service B | Benefit B | $Y |
Providing this info helps to reinforce the value of your offer.
7. Call to Action
Wrap things up with a clear call to action. This could be setting up a meeting, asking for feedback, or simply prompting them to respond.
“Would you be available for a quick chat this week to discuss this further?”
8. Closing
End your email on a friendly note, reiterating your enthusiasm about potentially working together. A closing line like:
“Looking forward to hearing from you soon!”
And then sign your name and include your contact information. Keeping things casual but professional leaves a good final impression.
Quotation Follow-Up Email Examples
1. Follow-Up on Quotation Request
Subject: Kindly Following Up on Your Quotation Request
Dear [Recipient’s Name],
I hope this message finds you well. I am reaching out to follow up on the quotation we provided on [date]. We truly value your interest in our services and would love to hear your feedback. If you have any questions or need further details, please let me know.
- Quotation sent on: [date]
- Service/Product: [Service/Product Name]
- Quote Reference Number: [Quote Number]
Looking forward to your response!
Best Regards,
[Your Name]
[Your Job Title]
[Your Company]
2. Follow-Up After Sending Revised Quotation
Subject: Revised Quotation Follow-Up
Dear [Recipient’s Name],
I hope you’re doing well! I wanted to follow up on the revised quotation I sent you on [date]. I hope it meets your expectations, and I’m here to discuss any adjustments or clarify any points if needed.
- Original Quote Date: [Original Date]
- Revised Quote Sent on: [Revised Date]
- Quotation Reference Number: [Quote Number]
Your satisfaction is important to us, and I look forward to your thoughts!
Warm Regards,
[Your Name]
[Your Job Title]
[Your Company]
3. Follow-Up for Feedback on Quotation
Subject: Your Feedback on Our Quotation
Dear [Recipient’s Name],
I hope you’re having a great day! I wanted to check in regarding the quotation we sent over on [date]. Your feedback is essential for us to continue providing the best service possible.
- Quotation Date: [date]
- Service/Product: [Service/Product Name]
- Quote Reference Number: [Quote Number]
Please let me know if you have any questions or require further information. I appreciate your time!
Sincerely,
[Your Name]
[Your Job Title]
[Your Company]
4. Follow-Up on Expiry of Quotation
Subject: Important: Your Quotation is Expiring Soon
Dear [Recipient’s Name],
I hope this email finds you well. I wanted to remind you that the quotation we provided on [date] will be expiring soon on [expiry date]. We’d love to continue working with you, so please let us know if you have any questions or would like to proceed.
- Quotation Date: [date]
- Expiry Date: [expiry date]
- Quotation Reference Number: [Quote Number]
Thank you for considering our services, and I look forward to your reply!
Best Wishes,
[Your Name]
[Your Job Title]
[Your Company]
5. Follow-Up After a Successful Meeting
Subject: Following Up on Our Discussion
Dear [Recipient’s Name],
It was a pleasure discussing your needs during our meeting on [date]. Following up on our conversation, I have attached the quotation as promised. Please review it at your convenience, and let me know if you have any questions.
- Meeting Date: [date]
- Quotation Sent on: [date]
- Service/Product: [Service/Product Name]
I appreciate your interest, and I look forward to your feedback!
Kind Regards,
[Your Name]
[Your Job Title]
[Your Company]
6. Follow-Up with a Special Offer
Subject: Exclusive Offer on Our Quotation
Dear [Recipient’s Name],
I hope you are doing well! I wanted to follow up on the quotation we sent you and inform you of a special offer we’re currently providing. If you confirm your order by [date], you’ll receive a [discount/benefit].
- Quotation Sent on: [date]
- Special Offer Expires on: [offer expiry date]
- Quote Reference Number: [Quote Number]
We’d love to have you on board, and feel free to reach out if you have any questions!
Thank you,
[Your Name]
[Your Job Title]
[Your Company]
7. Final Follow-Up Before Closing the Quotation
Subject: Final Follow-Up on Your Quotation
Dear [Recipient’s Name],
I hope this email finds you well. As we haven’t heard back regarding the quotation we sent on [date], I wanted to reach out one final time before we close the file. Your feedback is important to us, and we want to ensure we’re meeting your needs.
- Quotation Date: [date]
- Last Follow-Up Date: [last date contact made]
- Quotation Reference Number: [Quote Number]
Should you need any assistance, please don’t hesitate to reach out. We look forward to the possibility of working together!
Best Regards,
[Your Name]
[Your Job Title]
[Your Company]
How important is a quotation follow-up email in the sales process?
A quotation follow-up email is crucial in the sales process. It helps maintain communication between the sales representative and the prospective client. This email serves as a reminder of the quote provided, showcasing the company’s commitment to customer service. Sending a follow-up email can significantly increase the chances of closing the sale. It also provides an opportunity to address any questions or concerns the client may have about the quotation. Timely follow-ups demonstrate professionalism and reinforce the client’s confidence in the business.
What elements should be included in a quotation follow-up email?
A quotation follow-up email should contain several key elements for effectiveness. First, it should include a polite greeting to create a positive tone. Second, it should mention the date and details of the original quotation to remind the client of the prior communication. Third, it should express gratitude for the client’s consideration of the quotation. Fourth, it should invite the client to discuss any questions or concerns regarding the quote. Lastly, it should provide clear contact information to facilitate further communication.
When should a quotation follow-up email be sent?
A quotation follow-up email should typically be sent within a few days to a week after providing the initial quotation. This timeframe allows the prospective client sufficient time to review the details without feeling rushed. If the quote involves a complex project or significant investment, waiting a bit longer may be appropriate. However, following up too late, such as after several weeks, can cause the potential client to lose interest. Timely follow-ups help keep the conversation going while reinforcing the urgency of making a decision.
Thanks for sticking around and diving into our example of a quotation follow-up email! We hope you found it helpful and maybe even a little inspiring for your own email adventures. Remember, following up can make all the difference, so don’t hesitate to keep those conversations flowing. We’d love to see you back here for more tips, tricks, and insights—so, until next time, take care and happy emailing!