How to write a follow-up email to a client after a quotation

Have you given a quotation to a client but after some weeks and even months you still have not gotten any reply from the client?

You don’t need to just sit and wait, you need to follow-up the client so you can get feedback on your quotation.

One of the best ways to follow-up such client is by sending a follow-up email.

Follow-up email, like every other kind of email, has the tendency to been deleted if not well-written.

Writing and sending a follow-up email to a client after quotation requires some tactful strategy to be able to provide good results.

We are going to discuss how you can write a perfect follow-up email after quotation that will provide good results.

Use a precise and eye-catchy subject line

The Subject line is very important in an email.

A subject line can determine if an email will be opened or not.

A well-written impressive subject line will get your email opened but a badly-written subject line can get your email deleted.

Even though you are sending a follow-up email, you need a well-written subject line to increase your chances of getting your email opened.

Your subject line should be precise and not too vague. You should be able to get the attention of your client through your subject line.

Your subject line should directly reflect the body of your email.

Set clear Objectives

What is the objective of your follow-up email?

Are you providing more details about your quotation?

Are you reminding your client of the quotation that hasn’t been responded to?

Do you want to schedule a meeting with your client?

You need to set a clear objective of why you are sending the follow-up email.

Let your client know what exactly you want and be very clear about it.

Ask questions

You have sent a quotation and after waiting for weeks and months still no reply from your client, you need to ask your client questions to know why no response.

Maybe your client has not been available or maybe he or she has been very busy.

It may be that your client forgot about it or it may be that he/she is not interested in your services anymore.

You need to ask relevant questions to know why your client has not responded to you after sending over your quotation.

The key here is asking your questions politely, do not sound rude just because you want to know why you have not been responded to.

Don’t push it

We all know how it feels when we send quotation to clients but no response from them.

It could get frustrating and we then to push it for the client to agree to us.

Do not sound desperate because when you sound desperate your client might feel uncomfortable.

Do not sound upset because you did not get a reply from your client.

Make your client feel comfortable and the tone of your email should be subtle.

After you have sent several follow-up emails to your client and still no response, that might be a sign that he or she is not interested.

Provide further explanation

A follow-up email is a chance to further explain your quotation.

Maybe your client has not replied because he or she do not fully understand your quotation or he or she is not satisfied with your quotation.

Provide further explanation and be able to persuade your client into saying “Yes”.

You may need to provide additional values, extra materials, answer additional questions or schedule a meeting to have a personal interaction with your client.

The key here is to be able to persuade your client into saying ‘Yes” to you.

Be very precise

It is a follow-up email so you need to be very precise.

Do not write long paragraphs and lots of unnecessary things that are not of any importance.

Nobody like to read long emails, it is time-consuming to read long emails.

The most effective emails are short emails.

You need to focus on the important points and make your paragraph as short as possible.

Your words should be clearly understood by your recipient. Do not use complicated words or grammars that your recipient won’t understand.

Your email should be easily readable and understandable.

The key here is to hit on key points and shorten the length of your email so that your client will find it easy to read and understand.

Add call-to-action

Adding CTA will better prompt your client into action.

CTA such as, “Let us schedule a product demo to better show you how the product works”.

“Let’s schedule a short call so I can better explain to you and discuss more in details”

Using CTA will increase your chances of getting a response by promoting your client to take actions.

You can as well add URL links of your products or website.

Emphasize the value of your product

You need to talk about the benefits and values of your product.

Why is your product so relevant and why is it so important for your client to get it?

You need to reiterate on the benefit of your product.

Your product should satisfy the needs of your recipient. This is why you need to make adequate research about your client.

You can’t be selling fur coats during summer and expect a client to buy.

Fur coats are better sold during winter period because of its value during the winter period.

Your product should meet the needs of your client at that particular point in time.

Send follow-up email at the right time

Send your follow-up email at the right time. Do not send your quotation today and by tomorrow you are already sending a follow-up email.

You need to wait for some days or even some weeks before sending a follow-up email if you didn’t get any response.

Sending follow-up too early will make you look desperate and this could scare your client away.

Give your client some time to think about it and make a decision.

If he or she did not reply after 3 days, then you can send a follow-up email as a reminder.

After sending a follow-up email as a reminder and still no response, wait for some more days before sending another follow-up email.

Also, to increase your chances of getting a response, know the best time when your client is available to attend to his or her emails.

Most people look through their emails early in the morning before starting off with their daily work.

It is best to send your email between 5 am – 6 am.

Follow-up email templates after the quotation

Here are some examples of follow-up email templates after quotation;

Example 1:

Subject Line: Winter is approaching fast

Dear (client name)

I’m following up on the email I sent you on [date], concerning [your quotation].

I haven’t gotten a reply from you, so I thought to follow-up.

Our fur coats are of the best quality and they are sure to keep you warm for the winter. Remember the winter period is approaching fast.

We could schedule a meeting and I will bring them down to your office. Please do let me know when you will be available.

Regards,

[your name]

 

Example 2:

Subject Line: Delay is dangerous!

Hi (client name)

Thanks for giving me an opportunity to send quotations of my [product name].

I have been expecting your feedback but sadly I haven’t gotten your feedback so I decided to contact you.

[Product name] is a great product and you will definitely get the value for your money.

Is there anything you will like me to further help you with?

Cheers,

[your name]

 

Example 3:

Subject Line: Thanks for your time

Hi (client name)

Thanks for your time the other day at your office.

Having an interest in our product is greatly appreciated by us, however, we have not received any reply from you in respect to the quotation sent to you on [date].

Are you not satisfied with the prices? Is there anything you will like us to know?

These products are of very high quality and we are very confident in our products. You will be totally satisfied with them.

We could schedule a meeting for product demo. How does Thursday at 2 pm – 3 pm sounds?

Regards,

[Your name]

 

Example 4:

Subject Line: Our proposed solution for sales automation

Hello (client name)

I thought to follow-up concerning our quotation for the sales automation software.

As a company that is focused on increasing sales, we thought you might be interested in using our sales automation software. It is a software can drive in sales by more than 30%.

Do you have any questions regarding this? Is there anything you will like us to discuss further?

Let’s schedule a meeting to discuss more on this.

If you are available on Monday next week by 9 am – 10 am, let me know.

Regards,

[Your name]

Leave a Reply