Summary

Most tradespeople send a quote and then wait, hoping the customer will ring back. The reality is that customers get busy, compare multiple quotes, or simply forget to reply — and a well-timed follow-up is often the difference between winning and losing the job. Research consistently shows that 80% of sales require at least five touchpoints, yet most tradespeople give up after one or two attempts. Following up is not pestering — it is professional, expected, and shows the customer you actually want their work. The templates below are written for UK tradespeople and are ready to copy, paste, and send straight from your phone.

Key Facts

  • Speed wins work: Customers often give the job to the tradesperson who responds fastest, not necessarily the cheapest (Rhino Trade Insurance)
  • Quotes sent within 24-48 hours of a site visit have roughly 40% higher acceptance rates than those sent later (WorkBuddy)
  • 80% of successful sales require five or more follow-up contacts — most people quit after one or two (Contractor Accelerator)
  • A typical quote-to-job win rate for well-run trades businesses is around 30-50% — if yours is much lower, your follow-up process may be the weak link (HomeForce)
  • Booking rates from leads average around 40%, and close rates from appointments sit between 50-70% (ServiceTitan)
  • SMS gets read faster than email — 90% of text messages are read within 3 minutes, making it ideal for first follow-ups
  • Most customers get 3 quotes — they typically discard one quickly and agonise over the final two. Your follow-up can tip that decision in your favour
  • 55% of tradespeople respond to client enquiries on the same day — if you are not one of them, you are already behind (Logic4training)

Follow-Up Timeline

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Stage Timing Channel Tone
First follow-up 3 days after sending SMS or email Friendly, checking in
Second follow-up 7 days after sending Phone call or SMS Helpful, addressing concerns
Final follow-up 14 days after sending SMS or email Professional close
Post-decision check-in If they chose someone else SMS or email Gracious, door open for future

Ready-to-Use Templates

Template 1: First Follow-Up (3 Days) — SMS

Hi [Name], just checking you received the quote I sent through for [job description]. Happy to answer any questions or pop back round if you'd like to discuss anything. Cheers, [Your name]

Template 2: First Follow-Up (3 Days) — Email

Subject: Your quote for [job description] — any questions?

Hi [Name],

Hope you're well. I wanted to check you received the quote I sent over on [date] for the [job description] at [address].

I know it can be a big decision, so if you've got any questions about the work, timings, or the price, I'm happy to go through it with you. No pressure at all — just want to make sure you've got everything you need to make your decision.

If you'd like to go ahead, I can get you booked in for [suggest timeframe, e.g. "the week of the 15th"].

Give me a shout anytime.

Cheers,
[Your name]
[Your company]
[Phone number]

Template 3: Second Follow-Up (7 Days) — SMS

Hi [Name], just following up on the quote for [job description]. If the price or scope isn't quite right, I'm happy to have a chat and see if we can find something that works for you. No worries either way — just let me know. [Your name]

Template 4: Second Follow-Up (7 Days) — Email

Subject: Still thinking about the [job description]?

Hi [Name],

I sent through a quote for your [job description] last week and wanted to check in.

I understand you may be comparing a few options, which is absolutely the right thing to do. If there's anything about my quote you'd like me to explain further, or if the scope needs adjusting to fit your budget, I'm very happy to discuss.

A few things that might help your decision:
- I can start as early as [date/timeframe]
- The work would take approximately [duration]
- All work is fully guaranteed for [guarantee period]

Just drop me a text or give me a ring when you're ready.

Best regards,
[Your name]
[Your company]
[Phone number]

Template 5: Final Follow-Up (14 Days) — SMS

Hi [Name], last message from me about the [job description] quote. Totally understand if you've gone in a different direction — no hard feelings. If things change or you need any work done in the future, you've got my number. All the best, [Your name]

Template 6: Final Follow-Up (14 Days) — Email

Subject: Closing off your [job description] quote

Hi [Name],

I hope you're well. I sent a quote through a couple of weeks ago for [job description] and haven't heard back, so I just wanted to close things off on my end.

If you've decided to go with someone else, no problem at all — I hope the job goes well. If the timing just isn't right or your plans have changed, the quote is still valid for [30/60/90] days.

Either way, feel free to get in touch anytime you need a hand with anything in the future. I'd be happy to help.

All the best,
[Your name]
[Your company]
[Phone number]

Template 7: Post-Decision Check-In (If They Went with Someone Else)

Hi [Name], no worries at all — thanks for letting me know. Hope the [job description] goes well for you. If you ever need anything else done in the future, you know where I am. All the best, [Your name]

Template 8: Quote Accepted — Confirmation

Hi [Name], great news — thanks for going ahead with the [job description]. I'll get you booked in for [date]. I'll send over a confirmation with all the details. Looking forward to getting started. Cheers, [Your name]

Detailed Guidance

When is the best time to follow up?

Using squote: squote shows you which quotes have been opened and when, so you can time your follow-up for when the customer has already read it — no guessing whether they received it.

The sweet spot for a first follow-up is 3 working days after sending the quote. This gives the customer enough time to read it properly and think it over, without leaving it so long that they forget about you or book someone else.

For the actual time of day, mid-morning (around 10am) or early evening (around 6pm) tend to get the best response rates. Avoid Monday mornings (people are busy) and Friday afternoons (people have mentally clocked off). If you are texting, evenings work well because the customer is likely at home and thinking about their property.

How do I follow up without being pushy?

The golden rule: always offer value in your follow-up, never just ask for a decision. Instead of "Have you made a decision?" try "Is there anything I can help clarify?" This shifts the dynamic from you chasing them to you being helpful.

Other tips:

  • Keep it short — especially SMS. Two to three sentences is plenty
  • Give them an easy out — phrases like "no worries either way" or "totally understand if you've gone another direction" reduce pressure and, counterintuitively, make people more likely to respond
  • Never guilt-trip — "I spent a lot of time on that quote" will lose you the job and any future referrals
  • Space your messages — three days, then a week, then two weeks. Never send two messages in a row without a gap

What if they say my price is too high?

This is not necessarily a rejection — it is often an invitation to negotiate. Before dropping your price, try these approaches:

  1. Ask what their budget is. You might be able to adjust the scope to fit: "I can definitely look at ways to bring the cost down. What sort of figure were you hoping for?"
  2. Explain the value. Many customers do not understand what goes into a price. Break it down: "That price includes [specific items], all materials, waste removal, and a [X]-year guarantee on the work."
  3. Offer phased work. Split the job into stages they can budget for: "We could do the [priority work] now and the [secondary work] in a couple of months when it suits you better."
  4. Stand your ground politely. If your price is fair, say so: "I appreciate it's a big outlay. My prices reflect the quality of materials I use and the standard of finish you'll get. I'd rather be upfront than cut corners."

Should I reduce my price to win the job?

Almost never. Dropping your price teaches customers that your first quote was inflated, and it sets a bad precedent. UK tradespeople commonly underprice jobs by 20-40% because they underestimate their overheads, time, and material costs (Rhino Trade Insurance).

Instead of discounting:

  • Reduce the scope — remove a line item and reduce the price accordingly, so the customer sees a fair trade-off
  • Add value — offer something extra at the same price (e.g., "I'll throw in painting the skirting boards as part of the job")
  • Highlight what is included — guarantees, insurance, waste removal, aftercare. Cheaper quotes often exclude these

If you find yourself losing most jobs on price, the issue is usually your quoting process or your target market, not your rates.

Frequently Asked Questions

How many times should I follow up on a quote?

Three times maximum: at 3 days, 7 days, and 14 days. After that, you have done your due diligence. Continuing to chase makes you look desperate and can damage your reputation. If the customer wants to come back to you later, your final message should make it clear that the door is open.

Should I follow up by phone, text, or email?

SMS is best for quick check-ins (first and final follow-ups). Phone calls work well for the second follow-up when you want to have a proper conversation about concerns. Email is ideal when you need to include detail — adjusted quotes, additional information, or a breakdown of what is included. Match the channel to how the customer originally contacted you where possible.

What if the customer ghosts me completely?

It happens to every tradesperson. Send your three follow-ups as planned, then move on. Do not take it personally — customers ghost for all sorts of reasons: budget changes, partner disagreements, found a mate who will do it cheap, or simply decided not to do the work at all. Your final follow-up leaves the door open, and you would be surprised how often people come back months later.

Is it worth asking why I did not get the job?

Yes, but only if done gracefully. A simple "No worries at all. If you don't mind me asking, was there anything I could have done differently?" can provide valuable feedback. Do not argue with their answer or try to change their mind. Thank them, learn from it, and move on.

Should I put a time limit on my quotes?

Yes. A 30-day validity period is standard for most trades work. It protects you from material price changes and gives the customer a gentle nudge to make a decision. State it clearly on your quote: "This quote is valid for 30 days from the date shown above."