How long should I wait to follow up on a quotation?

Two or three days for the first contact, then about a week apart. Agree the first follow-up when you send it.

How many times should I follow up?

Four or five times over three to four weeks, each with something new, then a last message saying you will close the file.

How do I follow up without sounding pushy?

Bring something useful each time — an answer, an option, a lead time — and ask what is in the way rather than whether they have decided.

Does easySales remind me to follow up a quotation?

Yes. A sent quotation with no logged contact for the number of days your company sets appears in your To do, and so does one about to expire. See Mark as sent.

Why did a follow-up reminder disappear?

Someone logged a communication, or held a meeting with the customer's contact, on the quotation, its opportunity or its contact — or the quotation is no longer Open. To do items leave as soon as their cause is dealt with.

What do I do when a quotation expires?

It stays Open with a notice. Send the last message; if the customer comes back, copy it to a new quotation at today's prices. See Copy a quotation.

Should I mark a quotation rejected if the customer never answers?

Yes, once you have sent your last message. Mark the opportunity Lost with a reason such as No decision.

Follow up a quotation

Copy for AI

Many quotations are lost not because the price was wrong but because nobody followed them up. The customer was busy, had a question they did not ask, or simply forgot. This article gives a follow-up rhythm that is persistent without being pushy, what to say at each step, and how easySales reminds you when a quotation has gone quiet.

Good practice

Agree the follow-up when you send it. “I will call you on Friday to answer any questions” turns the next call into something the customer expects, not an interruption.

Bring something new each time. “Just checking in” gives the customer nothing to answer. A follow-up that answers a likely question, offers a choice or mentions a date is easier to reply to.

A rhythm that works for most quotations:

When	What	Purpose
Day 2–3 after sending	A call or short email	Check it arrived and was clear; answer questions
Day 7	An email with something useful: an option, a photo of similar work, a lead time	Keep it moving
Day 14	A call to ask for a decision	Find out where it stands and what is in the way
A few days before it expires	A note that the price holds until the expiry date	A natural reason to decide
After it expires	A last, polite message that you will close the file	Get an answer, yes or no

Ask what is in the way. “Is there anything that would stop you going ahead?” brings out the real objection — price, timing, a colleague who has not agreed — which you can then deal with.

Know when to let go. After four or five contacts with no reply, close the quotation as lost and note why. A clear “no” is better than a pipeline full of deals that will never close, and a polite last message often brings an answer.

Do it in easySales

Mark it as sent. When the quotation goes out, select PDF and tick Sent to the customer. The latest mark is the sent date that follow-up reminders count from. See Mark as sent.
Let To do remind you. When a sent quotation has had no communication or meeting with the customer for the number of days your company sets, it appears in the salesperson’s To do; so does a quotation not yet marked as sent, and one expiring within seven days. The days are set under System settings → Notifications. See Message centre.
Log every contact. Record each call or email as a communication on the quotation, its opportunity or the customer’s contact. That clears the follow-up reminder and shows colleagues what was said; an internal note does not count as contact. Tick Also create a next-step task to book the next follow-up in the same step. See Events and communications.
Keep a next step on the deal. An open opportunity with no open task and no future event appears in its owner’s To do and in the team view under No next step. See Team view.
Follow the quotation to get an update in the message centre when something happens to it. See Follow a document.
Close it when you know. Accept or Reject in the ··· menu records the answer; on the pipeline board, mark a lost deal Lost with a Lost Reason, so you can see later why deals are lost.

Templates you can use

Day 2–3: check it arrived

Hi [Name], I wanted to make sure our quotation QN-10000125 for the counter and lighting reached you, and that everything in it is clear. Is there anything you would like me to explain or change?

Day 7: add something useful

Hi [Name], one thing that may help with your decision: the oak for the counter has a lead time of three weeks, so confirming by 6 November would let us install before your December opening. I have attached two photos of a similar counter we built last year.

Day 14: ask for a decision (call, then email)

Hi [Name], thank you for the call. As discussed, you are waiting for your partner’s view on the lighting. I will hold the quotation until 20 November and call you on Monday, 9 November.

Before it expires

Hi [Name], a short note that quotation QN-10000125 is valid until Friday, 20 November. If you would like to go ahead at these prices, a reply to this email is all I need.

The last message

Hi [Name], I have not heard back about the counter and lighting, so I will assume the timing is not right and close the file for now. If anything changes, I will gladly update the quotation for you.

Common questions

How long should I wait to follow up on a quotation? Two or three days for the first contact, then about a week apart. Agree the first follow-up when you send it.
How many times should I follow up? Four or five times over three to four weeks, each with something new, then a last message saying you will close the file.
How do I follow up without sounding pushy? Bring something useful each time — an answer, an option, a lead time — and ask what is in the way rather than whether they have decided.
Does easySales remind me to follow up a quotation? Yes. A sent quotation with no logged contact for the number of days your company sets appears in your To do, and so does one about to expire. See Mark as sent.
Why did a follow-up reminder disappear? Someone logged a communication, or held a meeting with the customer’s contact, on the quotation, its opportunity or its contact — or the quotation is no longer Open. To do items leave as soon as their cause is dealt with.
What do I do when a quotation expires? It stays Open with a notice. Send the last message; if the customer comes back, copy it to a new quotation at today’s prices. See Copy a quotation.
Should I mark a quotation rejected if the customer never answers? Yes, once you have sent your last message. Mark the opportunity Lost with a reason such as No decision.