# Quote, proposal and estimate follow-up emails

Copy the message that fits the conversation. Replace bracketed fields, verify the facts and send only when the timing suits what you agreed with the customer. Do not invent an expiration date, discount or scheduling deadline.

## Fields to personalize

- **[Name]** ? the customer's preferred name.
- **[Project or service]** ? the work or deliverable discussed.
- **[Specific detail]** ? one accurate scope item, option or question from the conversation.
- **[Your name and business]** ? make the sender clear.
- **[Next step]** ? one simple question, clarification or agreed check-in.
- **[Date]** ? include only when you and the customer agreed on a date or you can honor it.

## Day 2: confirm they received it

**Subject:** Your [project] estimate from [business]

Hi [Name],

I sent the [quote / proposal / estimate] for [project] on [day]. It includes [specific detail or option we discussed]. Did it come through, and is there anything you'd like me to clarify?

If it is easier, I can walk through the options with you. Just reply here with a question or a good time.

Best,  
[Your name]  
[Business]

## Day 7: offer a useful next step

**Subject:** Any questions about [project]?

Hi [Name],

I wanted to check in on the [quote / proposal / estimate] for [project]. One detail people often ask about is [relevant scope, material, timing or option]; I can explain that if it would help.

Are you still considering the work, or would you prefer I check back later? Either way is completely fine.

Best,  
[Your name]  
[Business]

## Final nudge: close the loop

**Subject:** Should I close out the [project] estimate?

Hi [Name],

I have not heard back about the [quote / proposal / estimate] for [project], so I wanted to make one last check. Would you like to talk through it, revisit it later, or should I close this out for now?

No pressure to proceed. If your plans have changed, a quick reply is enough. If I do not hear back, I will leave it with you and you can reach me if you want to pick it up again.

Best,  
[Your name]  
[Business]

## Short text messages

**After sending an estimate:** Hi [Name], I sent the [project] estimate from [business]. It covers [specific detail]. Want me to clarify anything?

**A later check-in:** Hi [Name], checking back on the [project] estimate. Are you still considering it, or would you like me to close it out for now? Either answer is fine.

Text only when it is an appropriate, expected channel under your customer relationship and business process. Keep one purpose per message.

## Filled-in example

**Subject:** Your kitchen estimate from Northside Home Services

Hi Jordan,

I sent the kitchen estimate Tuesday. It includes the cabinet painting and the brushed-nickel hardware option we discussed. Did it come through, and would it help if I explained the difference between the two hardware choices?

If you would rather talk it through, reply with a good time and I can call.

Best,  
Maya  
Northside Home Services

This example uses a real scope detail and offers help without assuming the customer is ready to book. Replace all names and details before sending.

## Adjust by role or industry

- **Contractors and home services:** Name the job and one scope detail. Link to the [estimate follow-up guide for contractors](/industries/home-services/estimate-follow-up/) for more timing and channel ideas.
- **Insurance agents:** Identify the coverage or quote requested and offer to explain options. Follow your agency's process and applicable contact rules; don't imply coverage is bound until it is. The [insurance follow-up page](/industries/insurance/) covers lead and quote conversations.
- **Consultants and B2B sellers:** Call it a proposal, mention the outcome or scope discussed, and ask whether the recipient needs a revision or a conversation with another decision-maker.
- **Freelancers:** Make the next step clear, such as approving scope, asking a question or revisiting the project later. Keep any payment or validity terms consistent with the proposal itself.

If the customer does not respond after the final note, give them space. See [how to follow up after no response](/guides/follow-up-after-no-response/) for a considerate approach.