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Quote follow-up message templates for an open service estimate

Follow up on a specific quote rather than sending a vague “just checking in.” Start with the quote reference, ask whether the customer needs an explanation or change, and use only the validity information actually stated in the quote. These messages belong in the private enquiry conversation.

For: Service businesses following up privately on a quote that has already been sent to a prospective customer. Use it to: Identify an open quote, ask a useful next-step question and keep scope, validity and customer decisions clear.

A service-business owner reviews a blank estimate sheet beside a project folder and measuring tape.

Replace square-bracketed fields with your own details before posting.

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  • Confirm receipt

    Hi [name], did quote [reference] for [project] reach you? I can resend it here if needed.

  • Confirm receipt

    Following up on the [project] quote sent [date]. Is there a section you would like us to explain?

  • Confirm receipt

    Your quote [reference] is available at [private link]. Let us know if you have trouble opening it.

  • Confirm receipt

    Have you had a chance to review the scope in quote [reference]? We can answer questions through this thread.

  • Confirm receipt

    I’m checking that the [project] estimate arrived with its [scope or attachments]. Please tell us if anything is missing.

  • Confirm receipt

    For your records, the current quote is [reference/version], dated [date]. Please use that version for any questions.

  • Ask a useful scope question

    Does the scope in [quote reference] match the work you had in mind, or is there a specific part to clarify?

  • Ask a useful scope question

    You asked about [scope point]. The quote covers [actual included work]; [other work] is listed separately.

  • Ask a useful scope question

    If your project requirements changed, send the details here so we can check whether the quote needs revision.

  • Ask a useful scope question

    Would a breakdown of [specific quote section] help you compare the proposed work?

  • Ask a useful scope question

    Before you decide, is there anything unclear about [materials, schedule assumptions or included deliverables] in the quote?

  • Ask a useful scope question

    We can review a requested change to [specific element]. We will confirm any revised scope and price in a new quote.

  • Use actual validity and timing

    Quote [reference] lists a validity date of [date]. If you are still considering it, please contact us before then with any questions.

  • Use actual validity and timing

    The timing shown in [quote reference] is [actual stated assumption]. We will confirm availability when the next step is arranged.

  • Use actual validity and timing

    Do you have a target date for [project]? We can check it against our current availability before you decide.

  • Use actual validity and timing

    If you would like to proceed with quote [reference], the next step stated in it is [actual step].

  • Use actual validity and timing

    The earlier quote is no longer current. Please use revised quote [new reference/version], sent [date].

  • Use actual validity and timing

    Need to revisit the quote after its stated validity date? Contact us so we can confirm the current scope and pricing.

  • Record proceed, pause or close

    Would you like to proceed, ask for a specific revision, or pause the enquiry for now? A short reply is fine.

  • Record proceed, pause or close

    If the project is on hold, tell us and we can update the enquiry record.

  • Record proceed, pause or close

    If you have decided not to go ahead, no problem. Let us know so we can close this quote enquiry.

  • Record proceed, pause or close

    Thanks for confirming you would like to proceed. We will follow the next step described in [quote reference].

  • Record proceed, pause or close

    Thanks for letting us know the project is paused. Contact us when you are ready to check current options.

  • Record proceed, pause or close

    We have noted your decision not to proceed with [project quote]. Thank you for the opportunity to quote.

The collection

Pick a moment, then make it yours

Fill in the details for your situation

Use this checklist to collect the details before you choose a caption. Keep any fields marked private in the appropriate private channel.

Private quote follow-up
Customer/thread: [existing private route]
Current quote: [reference/version/date]
Project: [short description]
Question to resolve: [specific point]
Validity stated in quote: [actual detail or none stated]
Customer response: [proceed / revise / pause / close]
Next step: [actual agreed action]

A quick note

Make it fit your situation

Identify the exact quote reference/version; do not send a public post containing customer or project information.

Use validity, scope and payment instructions from the current quote rather than inventing an expiry or charge.

Ask one specific question that helps the customer decide.

Do not treat an unanswered message as acceptance or a confirmed booking.

Keep an approval or changed requirement in the normal enquiry record.

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