Quote follow-up messages: what to send, and when

Message 1 (day 2–3): did it come through OK?

Short and easy to answer. You're just checking they got it and inviting questions.

Copy this prompt and fill in the [square brackets]:

Hi [first name], just checking my quote for [job] came through OK. Happy to answer any questions or talk through options. Cheers, [your name], [business], [phone]

Message 2 (day 7): something helpful

Give them a reason to reply: a question answered, an option, or when you could start. Don't repeat the whole quote.

Copy this prompt and fill in the [square brackets]:

Hi [first name], following up on the quote for [job]. If it helps, I can [walk you through the options / come back and check a detail / pencil in a start date]. Just let me know. Cheers, [your name], [phone]

Message 3 (day 14): polite close-off

Friendly, no pressure. Mention when the quote is valid until, so they know where they stand.

Copy this prompt and fill in the [square brackets]:

Hi [first name], I'm just closing off my quotes for this month. The quote for [job] is valid until [valid-until date]. If you'd like to go ahead or have any questions, give me a call on [phone]. No worries either way. Cheers, [your name]

Tip: Don't add a discount to chase the job. Keep the price and terms the same as the quote. If something has changed, send a new quote.

Let AI write all three in your words

Paste your details into ChatGPT, Claude or Gemini. Remove anything private you don't need, like the customer's address.

Copy this prompt and fill in the [square brackets]:

Write three short, friendly quote follow-up texts for my trade business in [NZ/AU] English.
1) Day 2–3: check the quote came through and invite questions.
2) Day 7: offer one helpful thing (options, a start date, or answering a question).
3) Day 14: polite close-off that mentions the quote is valid until [date].
Keep each one short and plain. No pressure, no discounts, no exclamation marks.
Details: customer first name [name], job [job], my name [name], business [business], phone [phone].

⚠️ Check every message before it goes out. AI can change your price, dates or wording. Never let it promise a discount, a start date or anything that isn't in your quote.

Let your job app send them

If you use a job app, it may be able to send follow-ups for you. Listed A–Z. Only what each company's own help page shows (checked 2 Nov 2026):

• Fergus: quote reminders by SMS, email or both, under Settings > Reminders. You can time them before the quote expires, and Fergus's release notes say you can now set reminders a set number of days after the quote is published. The email and SMS templates can be edited, and reminders can be turned off for a customer. (quote reminders (opens in a new tab), release notes (opens in a new tab)) Whether you can set several timings at once, and whether reminders stop when a quote is accepted: check with Fergus (opens in a new tab).
• ServiceM8: the Quote Follow Up automation (an add-on, under Settings > Automation) sends several follow-ups by email, SMS or both, each with its own timing and template. It cancels them if the customer replies, accepts online or the job status changes. (ServiceM8 help (opens in a new tab))
• Tradify: quote reminders (Settings > Quotes > Email Reminders) send by email and text at set times after sending and before the quote expires, and stop when the quote is accepted, declined or expires. You can switch them off for a single quote. (Tradify help (opens in a new tab))

Tip: App timings may not match day 2–3, 7 and 14 exactly. Pick the closest your app allows. For other apps, or no app, see automate quote follow-ups.

When to stop, or pick up the phone

After the day 14 message, stop. More messages start to annoy people.

If it's a big job, or they've asked a question, a phone call often works better than another text.

If they say no, thank them and leave the door open. If they say yes, stop all reminders straight away.

Chasing an unpaid invoice is different. See invoice reminders in Xero.

When should I follow up on a quote?

A simple plan is a quick check-in at day 2–3, a helpful follow-up at day 7 and a polite close-off at day 14. Then stop.

Is following up on a quote pushy?

Not if it's short and helpful. Most customers appreciate a reminder. Keep it friendly and stop after the close-off message.

Text or email?

Use whatever the customer used to contact you. Texts suit short check-ins. Email suits longer quotes with options.

Can AI write my follow-ups?

Yes. It's good at short, friendly wording. You check every message before it goes, and keep the price and dates the same as your quote.

Can my job app send them automatically?

Fergus, ServiceM8 and Tradify all have quote reminder settings on their help pages. Timings and options differ, so check your own app. See automate quote follow-ups.

Should I offer a discount in a follow-up?

We'd avoid it. It teaches customers to wait. If the scope or price has changed, send a new quote instead.