Follow-Up Message Templates for Quotes, Enquiries and Finished Jobs
Good follow-up is prompt, short, specific and polite. Reply to a new enquiry quickly, send your quote with a clear next step, follow up a few days later if you hear nothing, and ask for a review after the job. Use these templates as a starting point, put in the customer’s own details, and stop when someone says no.
Contents
Before you send
- Use the customer’s name and the detail of their job.
- Keep each message short, with one clear question or next step.
- Send follow-ups only to people who have asked you for something.
- Stop when someone says no, and say thank you.
- Do not add offers or marketing to a follow-up unless you have the right to. See UK rules for emailing and texting customers.
Templates
Wording is original and meant to be edited into your own voice. Square brackets show what to replace.
1. First reply to a new enquiry
Hi [name], thanks for getting in touch about [job]. I can help with that. To give you an accurate answer, could you tell me [one question]? I will [reply with a price or arrange a visit] by [day and time]. Kind regards, [your name and phone].
2. Sending a quote
Hi [name], here is the quote for [job], as we discussed. It includes [what is included] and does not include [what is not]. It is valid until [date]. If you are happy to go ahead, reply to this message or call me on [phone] and I will book you in for [date or week]. Kind regards, [your name].
3. First follow-up, a few days after the quote
Hi [name], I just wanted to check you received the quote for [job] and see if you have any questions. If it helps, I can [offer a call, a visit or a change to the quote]. Kind regards, [your name].
4. Second follow-up, about a week later
Hi [name], following up on the quote for [job]. If you would like to go ahead, I can start on [date]. If your plans have changed, no problem, just let me know. Kind regards, [your name].
5. Closing the loop
Hi [name], I have not heard back, so I will assume the timing is not right and close the quote for [job]. If things change, you are welcome to get in touch and I will happily help. Kind regards, [your name].
Want a second pair of eyes? Clariti Digital can review your setup and show you what to fix first.
6. When a customer says no
Hi [name], thank you for letting me know, and for considering us for [job]. If you would be willing to tell me why, for example price, timing or something else, it would help me improve. Either way, I wish you every success with it. Kind regards, [your name].
7. After a finished job
Hi [name], thank you for choosing us for [job]. I hope you are happy with the work. If you have a minute, an honest Google review helps other local people find us. Here is the link: [link]. Thank you, and tell us if anything could have been better. Kind regards, [your name].
Do not offer a reward for the review. See the UK rules on review incentives.
8. After a missed call
Sorry we missed your call. This is [business name]. How can we help? Reply here and we will get back to you by [time]. See how missed-call text-back works for what to check.
Timing
These are suggestions to adapt, not sourced standards.
| Step | Suggested timing |
|---|---|
| First reply | Within minutes to an hour; see how fast to reply |
| Quote sent | Within a day of the visit or call |
| First follow-up | Three to four days later |
| Second follow-up | About a week after the first |
| Closing the loop | About a week after the second |
| Review request | A day or two after the job |
Make it easier with a tool
A CRM can send reminders when a follow-up is due, and some can send the first acknowledgement for you. See CRM for small businesses in the UK and our pipeline template.
Frequently asked questions
How many times should I follow up on a quote?
Two or three friendly follow-ups over two to three weeks is a common approach, then close the loop. Stop sooner if the customer says no.
Should I follow up by text or email?
Use the channel the customer used to contact you, and offer a call. Keep texts shorter than emails.
Is following up pushy?
Not if it is short, relevant and polite. CRM providers say fast, organised follow-up shows you are easy to deal with, not pushy.
Can I offer a discount in a follow-up?
You can, but check the rules on marketing messages first, and make sure the offer is real and honest.
What if they do not reply?
Close the loop politely after the last follow-up, record it as lost and move on.
Sources
- Codafish, Lead response time is crucial, checked 11 October 2026.
- Askelephant, How CRM automation improves lead follow-up times, checked 11 October 2026.
- ASA, Fake consumer reviews, checked 11 October 2026.
- Information Commissioner’s Office, Guidance and resources, checked 11 October 2026.
Sam, Editor at Clariti Digital.
Related guides
- How fast to reply to a new enquiry: What the research says about reply speed and a realistic target.
- CRM for small businesses in the UK: What a small business CRM should do and how to start simply.
- Simple sales pipeline template: A simple pipeline to track every enquiry to a job.
Need help with this?
Clariti Digital is a UK digital growth agency for established local businesses. We start with a diagnostic, then fix what holds back visibility, enquiries and trust. Call +44 7435 063827 or email sam@claritidigital.com.