Having a template for each stage of the follow-up sequence saves time and removes the friction of staring at a blank email. These three templates cover the full follow-up arc — from first nudge to final check-in.
The templates below are minimal by design. They work because they’re short, direct, and give the client a specific reason to reply. Customize each one with the client name, project name, and relevant dates before sending.
Template 1: Day-3 follow-up (first nudge)
Use this three business days after sending the original quotation. Goal: confirm receipt, invite questions, ask about decision timeline.
Subject: Re: Quotation for [Project Name]
Hi [Name],
Just following up on the quotation I sent over on [day]. Happy to answer any questions about the scope, timeline, or pricing as you’re reviewing it.
Do you have a sense of when you’re planning to make a decision?
[Your name]
When to adjust it: If you know the client received and opened the quotation, change “Happy to answer any questions” to “Wanted to check if anything came up as you were reviewing it.” It feels more specific and less like a form email.
Template 2: Day-7 follow-up (add something new)
Use this if the first message went unanswered. Don’t repeat the day-3 message — add a genuine detail: a scheduling constraint, a price validity date, or a project update.
Subject: Re: Quotation for [Project Name]
Hi [Name],
Following up once more on the quotation from [day]. I have a project slot available [the week of X] that would work well for your timeline — wanted to flag it before I fill it with another project.
Is the project still moving forward on your end?
[Your name]
When to adjust it: If you don’t have a genuine scheduling pressure, replace the slot mention with a price validity note: “The pricing in the quotation is valid through [date] — happy to extend it if you need more time, but wanted to flag it.”
Template 3: Day-14 final follow-up (close the loop)
This message makes it easy for the client to reply even if the answer is no. That’s not giving up — it removes the awkwardness that’s been keeping them silent.
Subject: Re: Quotation for [Project Name] — closing the loop
Hi [Name],
I’ve followed up a couple of times and don’t want to keep pinging you if the timing has changed.
If you’d like to move forward, I’m still available and happy to talk through any questions. If the project is on hold or you’ve gone in a different direction, just let me know — I’ll adjust my schedule accordingly.
Either way, I appreciate you taking the time.
[Your name]
This template consistently gets replies. Clients who have been avoiding responding because they feel guilty about not deciding often send a quick update after this message. And a “not right now” reply is useful — it closes the loop and frees up your mental bandwidth.
How to use these templates with tracking
The templates above assume you’re following a fixed schedule. But if you’re sending quotations through Waco3, you can see when the client opened the quote and how long they spent reviewing it. That changes the approach:
- Opened multiple times, no reply — skip straight to a question about what’s holding them back. They’re interested.
- Never opened — your day-3 follow-up should be more of a “wanted to make sure this didn’t get buried” message, not a question about timing.
- Opened once briefly — they may have skimmed it. Consider offering a quick call to walk through the key points.
Tracking turns these templates from fixed scripts into flexible starting points you adjust based on what you already know.
What to do after the final follow-up
After three unanswered messages, stop following up on that quote. In your final email, you left the door open — if they want to proceed later, they know how to reach you.
Move the lead to an inactive status in your pipeline, note the last contact date, and set a reminder to check back in 30–60 days if the project type typically has a longer decision cycle. A client who wasn’t ready in May may be ready in September.
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