Most freelancers either wait too long to follow up on a quote or send generic “just checking in” messages that get ignored. The samples below cover the most common situations with language that actually prompts a response.
Following up on a quote isn’t awkward—ignoring a quote you spent time on is awkward. These templates treat follow-up as a professional routine, not a favor you’re reluctantly asking for.
First follow-up: 3–5 days after sending
Sample A — Simple and direct:
Hi [Name],
Just circling back on the quote I sent [day/date] for [project name]. Do you have any questions, or is there anything you’d like to adjust before deciding?
Happy to schedule a quick call if that helps.
[Your name]
Sample B — With a scheduling hook:
Hi [Name],
Following up on the quote for [project]. I’m finalizing my schedule for [Month] this week—if you’re still interested, I’d love to hold a slot for you.
Does the scope and pricing look right, or would you like to talk through any part of it?
[Your name]
Sample C — With quote expiry reminder:
Hi [Name],
Quick note: the quote I sent on [date] for [project] is valid until [expiry date]. Wanted to flag it before it expires in case it got buried.
Any questions I can answer before then?
[Your name]
Second follow-up: 8–12 days after original quote
By now, you’ve followed up once with no reply. The second message should acknowledge the silence without making it awkward.
Sample D — Acknowledge without assuming:
Hi [Name],
Wanted to follow up one more time on the [project] quote. If you’re still evaluating options or things have shifted on your end, no problem at all—just let me know and I can adjust the timeline.
If you’re ready to move forward, I’m available to start [date range].
[Your name]
Sample E — With a new piece of context:
Hi [Name],
Following up again on the quote for [project]. I just wrapped a similar project for [type of client]—happy to share details if it’d help you picture the outcome.
Is there anything specific I can address to help you decide?
[Your name]
The second follow-up should add something new—a scheduling note, a relevant example, or an expiry reminder. Repeating the same message twice is nagging. Adding value is following up.
Third and final follow-up: 18–25 days after original quote
This is the closing message. It’s final, gracious, and leaves the door open.
Sample F — The graceful close:
Hi [Name],
I’ve reached out a couple of times about the quote for [project] and haven’t heard back—I’ll assume the timing isn’t right and won’t keep following up.
If circumstances change or you want to revisit this later in the year, I’m easy to reach. Wishing you well with the project either way.
[Your name]
Sample G — Shorter version:
Hi [Name],
I’ll close the loop on the [project] quote. If the timing changes, feel free to reach out anytime.
[Your name]
The closing message does two things: it ends the follow-up sequence so you stop spending time on a dead lead, and it often prompts a reply—either a real answer or a “sorry, we went another direction.” Both outcomes are better than indefinite silence.
Situation-specific samples
When you know the client is deciding between multiple vendors:
Hi [Name],
I know you’re likely evaluating a few options for [project]. If there’s anything in my quote you’d like to clarify or compare, I’m happy to walk you through it.
Also—if budget or timeline is the sticking point, it’s worth a quick conversation before you decide. Sometimes there’s flexibility I didn’t build into the original quote.
[Your name]
When the quote is close to expiring:
Hi [Name],
Quick heads-up: the quote I sent for [project] expires on [date]. After that, pricing may need to be adjusted based on my current schedule.
If you’d like to lock in the rate, just let me know by [date].
[Your name]
When a client said they’d get back to you by a specific date (and didn’t):
Hi [Name],
We’d talked about connecting around [date] on the [project] quote—I wanted to follow up since I haven’t heard back. No rush, just didn’t want to assume.
Still happy to move forward when you’re ready.
[Your name]
Timing reference
| Follow-up | When to send | Goal |
|---|---|---|
| First | 3–5 days after quote | Confirm receipt, answer questions |
| Second | 8–12 days after quote | Add context, check in |
| Third (final) | 18–25 days after quote | Close the loop, leave door open |
What not to do
Don’t apologize for following up. “Sorry to bother you” undermines your professional standing. You sent a quote. Following up is normal.
Don’t restate the entire quote. Your follow-up is a nudge, not a second pitch. Keep it short.
Don’t ask “did you see my last email?” This puts clients on the defensive. Assume they saw it and ask a forward-looking question instead.
Don’t send all three follow-ups in one week. Spacing is as important as the message content. Too-fast follow-ups signal desperation.
Knowing when a client actually opened your quote changes how you follow up. View-tracking tools—which show you the exact moment a client opens the document—make follow-up more precise and less guesswork. That’s one of the reasons purpose-built tools are worth considering once your quoting volume justifies them.
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