Before you send the quote
Check the customer and site details, quote reference, included work, exclusions, assumptions and pricing. State the proposed timing and any dependencies. Use your approved commercial terms and check the figures before issuing the document.
Record the next step
Record the date sent, the version, the value and the next follow-up date in your quote register. Choose a date that fits the customer’s decision timetable. Keep the status as sent or awaiting a decision until the outcome is confirmed.
Make the follow-up helpful
Ask whether the quote reached the right person and whether anything needs clarifying. Avoid promising a start date you have not checked. If the customer requests a change, issue a clearly identified revision and retain the earlier version.
Close the loop
Record the outcome: accepted, declined, revised or awaiting a decision. An accepted quote should link to a job reference and the agreed scope. A declined quote can still teach you something; record the reason when the customer provides one.
A quote follow-up message
Hi [name], I’m following up on quote [reference] for [work], sent on [date]. Have you had a chance to review it? If you’d like anything clarified, please let me know. If your plans or timing have changed, I can update our records. Thanks, [your name] [business name]Download this example
Save the text file, or select the example above and copy it into your own document. Replace all placeholders before using it.
Replace every bracketed field and check the wording before sending. This is a communication example, not contract terms.
Related free resources
- Free quote template for UK small businesses
- Free job variation template: record scope, cost and timing
- Small business paperwork checklist for UK SMEs
- A practical job handover checklist
- A weekly business review you can actually use
Bring the whole workflow together
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