How to Follow Up on a Quote: Timing, Emails and Examples
· 5 min read
To follow up on a quote, send a short email two to three working days after the quotation that names the quote number, restates the key terms and asks one clear question the buyer can answer quickly. If there is no reply, follow up again about a week later with something new, such as a delivery slot or a reminder of the validity date, and send a final note just before the quote expires. Three well timed emails win more replies than ten reminders that all say "just checking in".
This guide gives you the timing, what to put in each email, and examples you can adapt for any product or market.
Why a quotation follow up email matters
A follow up matters because most buyers collect several quotes and decide later, so the supplier who stays visible with useful details is the one they remember. Buyers rarely say no out loud. They get busy, wait for a budget, or compare prices, and your quote slides down their inbox.
A good follow up does three jobs:
- Confirms the quote arrived and opened correctly (attachments do go to spam).
- Makes it easy to say yes by restating price, quantity, terms and validity in two lines.
- Finds the real objection (price, lead time, payment terms, freight) so you can answer it.
When to follow up on a quote
Follow up two to three working days after sending the quote, then about seven days later, then once more two or three days before the validity date. That rhythm keeps you present without crowding the buyer.
| When to send | Main purpose | |
|---|---|---|
| First follow up | 2 to 3 working days after the quote | Confirm receipt, offer to answer questions |
| Second follow up | About 7 days after the first | Add something new: stock, slot, sample, option |
| Last follow up | 2 to 3 days before the quote expires | Remind of the validity date, ask for a decision |
Adjust the timing to the deal. A repeat buyer ordering a standard item may decide in a day; a first export order with a letter of credit can take weeks. If the buyer told you when they decide ("after our board meeting on the 20th"), follow up the day after that date instead.
What to include in every follow up email
Every follow up should carry enough detail that the buyer can act without opening the original quote. Include:
- The quote number and date in the subject line, for example "Quotation Q-2231 for 1x40ft rice".
- The headline terms in one or two lines: product, quantity, price, currency and Incoterm, such as USD 18,900 CIF Jebel Ali.
- The validity date, because prices tied to freight or raw materials really do change.
- One question, not five. "Would you like us to hold the November loading slot?" is easy to answer.
- Your name, company and direct contact, so they can call instead of writing.
If the price depends on the delivery term, say which one you quoted. A buyer comparing your CIF price with another supplier's FOB price may think you are expensive when you are not. Our Incoterms guide explains who pays what under each term.
How to follow up on a quote without being pushy
The way to follow up without being pushy is to add something useful each time instead of repeating "any update?". Ideas that give the buyer a reason to reply:
- A delivery or loading slot you can hold for a few days.
- A sample, photo or test report that answers a likely question.
- An alternative option: a different packing, a smaller first order, or another payment term.
- News that affects price, such as a freight change or a new crop, stated honestly.
Avoid fake urgency ("only today!") and guilt ("I have emailed you three times"). Trade buyers deal with many suppliers and remember the ones who were easy to work with.
Quotation follow up email examples
These three examples follow the timing above. Replace the details in brackets with your own.
First follow up (2 to 3 days after the quote)
Subject: Quotation [Q-2231] for [1x40ft long grain rice]
Dear [Name],
I am following up on our quotation [Q-2231] sent on [3 October]: [1x40ft long grain rice, USD 18,900 CIF Jebel Ali], valid until [31 October].
Did the quotation reach you correctly, and do you have any questions about the specification or payment terms?
Kind regards, [Your name], [Company], [Phone]
Second follow up (about a week later)
Subject: Re: Quotation [Q-2231]: November loading slot
Dear [Name],
We can hold a loading slot for [mid November] for your order. If it helps your decision, we can also send a [1 kg sample] by courier this week.
Would you like us to hold the slot?
Kind regards, [Your name]
Last follow up (before the quote expires)
Subject: Quotation [Q-2231] valid until [31 October]
Dear [Name],
A short note that our price of [USD 18,900 CIF Jebel Ali] is valid until [31 October]. After that date we will need to recheck freight before confirming.
If the timing has changed on your side, just let me know and I will close the file for now.
Kind regards, [Your name]
The last line matters. Giving the buyer a polite way to say "not now" often brings a reply, and a clear "no" is better than silence because it lets you plan.
Write your follow up email in seconds
If you send many quotes, our free AI email writer drafts the follow up for you. Choose Follow up on a quotation, type the facts (quote number, date, product, price, validity), pick a tone (friendly, professional or firm) and a language, and it writes the subject and body. It uses only the facts you type; anything you leave out appears as a [placeholder] for you to fill, so it never invents a price or date. It is free and needs no sign up.
Need the quote itself? Create a clean proforma invoice or use our quotation format, then follow up with the email above.
Common mistakes when following up on a quote
The most common mistakes are following up too late, sending vague emails and changing the price without saying why. Watch for these:
- Waiting until the quote has expired. The buyer may have been ready, and now you must requote.
- "Just checking in" with no details. The buyer has to dig out your original email to reply.
- Several questions at once. One clear question gets an answer; five get postponed.
- A new price with no reason. If freight or costs changed, say so and attach a revised quote.
- Following up forever. After the last follow up, stop and note the reason if the buyer gave one.
Keep a simple record of each quote, its validity date and the date of each follow up. A spreadsheet is enough, and it shows you which products or markets need a better offer.
Frequently asked questions
How long should I wait to follow up on a quote?
Wait two to three working days after sending the quote for the first follow up. That gives the buyer time to read it but keeps your offer fresh. Then follow up about a week later and once more just before the quote expires.
How many times should you follow up on a quotation?
Three follow ups are usually enough: one to confirm receipt, one that adds something new, and one before the validity date. After that, stop and ask whether to close the file. More emails rarely change the answer and can annoy the buyer.
What should the subject line of a quote follow up email say?
Put the quote number and the product in the subject, for example "Quotation Q-2231 for 1x40ft rice". The buyer can find it in their inbox, and it looks like business, not marketing.
What do I say if the customer says the price is too high?
Ask what they are comparing with, because the other quote may use a different Incoterm, quantity or payment term. If you can, offer an option instead of a discount: a different packing, a larger order or another delivery term.
Can I use AI to write a quotation follow up email?
Yes. The TradingForms AI email writer has a quotation follow up type. You type the real facts and it writes the email, leaving placeholders for anything you did not give, so check it and fill those in before sending.