Sent a proposal and heard nothing back? A useful follow-up makes the next step easy: confirm the quote arrived, invite a specific question, then give the client room to decide. These three templates are free to adapt for an existing client enquiry.
1. Check that the quote arrived
Use this when you have sent the quote but do not know whether it reached the right person. Follow the timing you agreed with the client; if no timing was agreed, a few working days is a reasonable starting point to adapt.
Subject: [Project] — did the quote reach you?
Hi [Name],
I’m checking that my quote for [project] reached you. Let me know if you would like me to resend it or clarify anything.
Best,
[Your name]
2. Invite questions about the proposal
If they have had time to review it, make the reply easier by naming the areas they may want to discuss. Do not invent urgency or offer a discount before understanding their concern.
Subject: A question about [project]
Hi [Name],
Have you had a chance to consider the quote for [project]? If anything about the scope, timing or price needs clarifying, I’d be happy to help. Please let me know what would be useful.
Best,
[Your name]
3. Close the loop politely
When you have followed up and there is still no reply, you can stop chasing while leaving the door open. Respect any request not to contact them again.
Subject: Closing the loop on [project]
Hi [Name],
I’m closing the loop on my quote for [project]. If the project is still on your list, let me know your preferred next step. If priorities have changed, no problem — I’ll leave it with you.
Best,
[Your name]
A simple quote follow-up routine
For each open proposal, record the client, project, amount, status and next action date. Check the due list at the start of your working day. After sending a message, change the next action date; if the client accepts or declines, update the status. An open quote is an opportunity, not revenue.
For example, a designer sends a brand identity quote on Monday. They agree to check in on Friday, record that date and leave a short note about the client’s launch timetable. If the client asks for another week, the designer changes the date instead of sending the same reminder again.
When a small tracker is enough
If you work alone and send a manageable number of proposals, a focused tracker may be enough. If you need team access, automatic emails or synchronisation across devices, choose a system that supports those features.
Want the tracker and editable drafts together? Our Quote Follow-up Kit (https://payhip.com/b/ICgk1) is a £19 one-time download with an offline browser tracker, due-date filtering and these three editable message drafts. You send emails manually and export your own backups. No subscription or automated sending.
You can use the templates above without buying anything. The paid kit adds a place to organise your quotes and next steps.
Need wording for a specific situation?
When a Client Goes Quiet contains 12 editable messages covering budget questions, internal approval, paused projects and missed decision dates. £0.99 one-time, with any applicable tax shown at checkout. Plain-text download with a chooser, checklist and stop rules.
Read the contents and free sample: https://payhip.com/b/MFbJs
Already know it fits? Direct checkout: https://payhip.com/buy?link=MFbJs
The three templates above remain free. The paid pack gives you ready-organised wording for 12 proposal situations. Choose one message for an existing client conversation; this is not a 12-email sequence. No automated sending or guarantee of replies or sales. The separate £19 tracker is optional and is not required.
Client has replied, but says the quote is too expensive?