In today’s fast-paced world, communication is key. And in the business world, that means following up on important matters, especially when it comes to quotations. As someone who’s been in the industry for a while, I understand just how crucial it is to send a follow-up quotation email. That’s why I’m excited to share with you a few sample follow-up quotation emails that you can edit and use as needed.
You see, sending a follow-up quotation email is simply good business practice. It shows your professionalism and dedication to your craft. Plus, it’s a great way to stay top-of-mind for the client, which increases the chances of securing the job.
But crafting the perfect follow-up quotation email can be a challenge. That’s why I’ve put together these sample emails to help make the process easier for you. You can take these templates and personalize them according to your style and needs.
Without further ado, let’s dive into the samples and see how you can use them to elevate your follow-up game. Trust me, these emails will make a difference in your business.
The Perfect Structure for a Follow-Up Quotation Email
When it comes to follow-up quotation emails, having an effective structure is crucial to ensure that your message is clear, concise, and professional. With so many different approaches out there, it can be challenging to determine which one is best suited to your particular situation. In this article, we’ll explore the best structure for a follow-up quotation email, using the writing style of Tim Ferriss as our guide.
First and foremost, you need to start your email with a warm greeting that shows appreciation and respect. Keep it simple and straightforward, but don’t be afraid to sprinkle in a little bit of personality to help you stand out from the competition. Here’s an example of what your opening might look like:
“Dear [Recipient’s Name],”
After the initial greeting, it’s time to get straight down to business. In the next paragraph, you should reiterate what the quotation was for and provide any necessary context. This will help remind the recipient of the proposal you presented and ensure that they’re on the same page as you. Here’s an example:
“I hope this email finds you well. I wanted to touch base with you regarding the quotation I sent over for your company’s website redesign. As a refresher, the proposal included a complete overhaul of your current site, including updated visuals, enhanced user experience, and improved functionality.”
Once you’ve laid out the groundwork, it’s time to get specific. In the following paragraph, you should highlight the key points of your quotation and remind the recipient why your services are the best fit for them. Don’t be afraid to include any relevant metrics or statistics to make your case. Here’s an example of what this might look like:
“I believe that our team is uniquely equipped to handle this project. With over 10 years of experience in website design and development, we have a track record of delivering high-quality projects on time and on budget. In addition, our team of designers and developers work seamlessly together, ensuring that every aspect of the project meets your specifications.”
After driving home the value you bring to the table, it’s time to address any concerns the recipient may have. This is your chance to proactively respond to any potential objections and alleviate any doubts they may have. Here’s an example:
“I understand that cost is likely a concern for your company, and I want to assure you that our rates are competitive with other designers and developers in the industry. In addition, we have a proven track record of delivering projects within budget, and we are always careful to communicate any potential cost overruns as soon as they arise.”
Finally, you’ll want to close with a friendly but clear call-to-action, inviting the recipient to take action on your proposal. Here’s an example:
“Thank you again for considering our team for your website redesign. I would love the opportunity to discuss the proposal further with you and answer any questions you may have. If you’re interested, please let me know, and we can arrange a time to chat in more detail.”
In conclusion, a well-structured follow-up quotation email should include a warm greeting, a reminder of the proposal and context, a focus on the specifics and value you bring, proactive resolution of any concerns, and a clear call-to-action. By following these steps, you can create a foolproof template that will help you win more business and build stronger relationships with your clients.
7 Follow-Up Quotation Email Samples
Request for Quotation Follow-Up
Greetings,
I am writing to follow-up on the request for a quotation that I sent last week. As you know, we are in need of your services to help us with our upcoming project. We have received several quotations, but we are particularly interested in your company because of your reputation for delivering high-quality work.
Can you please provide us with a more detailed breakdown of your quotation? Specifically, we would like to know more about your pricing, the timeline for the project, and any other information that you think would be relevant. We are hoping to make a decision soon, so your prompt response would be appreciated.
Thank you for your attention to this matter. We look forward to hearing back from you soon.
Best regards,
[Your Name]
Follow-Up on Quotation Request for Marketing Services
Dear [Recipient’s Name],
I hope you are well. I wanted to follow up on the quotation request that I sent to your team last week. We are excited to work with your company on our marketing campaign and have carefully considered each of the numerous quotes received, including yours.
However, before we make a final decision, there are a few questions that we would like to ask your team. Specifically, we want to know more about the report that you will be providing us with, how you plan to measure the results of the campaign, and what your policy is on revisions and updates.
We appreciate your time and would be grateful if you could provide us with additional information by the end of this week.
Thank you for your time and consideration.
Best regards,
[Your Name]
Follow-Up Quotation Request for Construction Services
Dear [Recipient’s Name],
I am writing to follow up on the quote that you provided for our upcoming construction project. We are very interested in working with your company as we were impressed with the level of detail and professionalism in the quotation that you provided us with.
However, we do need some more information before we make our final decision. Specifically, we would like to know more about the timeline for the project, the materials that you plan to use, and what kind of support we will have during and after the construction process.
We look forward to hearing back from you soon and thank you for your time.
Best regards,
[Your Name]
Follow-Up on Quotation Request for IT Services
Dear [Recipient’s Name],
Thank you for sending us a quotation for the IT services that we require. We appreciate the effort and time that you have put into preparing this quotation. We are considering all the quotes that we have received, including yours.
We are, however, looking for some more information from your team before we make a final decision. Specifically, we would like to know more about the kind of support that we will be receiving after the project is completed, the timeline for the project, and the qualifications and experience of the team that will be working on our project.
We would appreciate a prompt response to our queries since we are aiming to make a decision soon. Thank you again for your time and effort.
Best regards,
[Your Name]
Follow-Up Quotation Request for Legal Services
Dear [Recipient’s Name],
It was a pleasure to receive your quotation for the legal services that we require. We are very interested in working with your firm and wanted to follow up on the details of the quote.
Specifically, we would like to discuss the possibility of a customized service package tailored to our specific needs. We would also like to know more about the experience and qualifications of the attorneys on your team who will be working on our case and what the estimated timeline of the project is.
Thank you for your time and we look forward to hearing back from you soon.
Best regards,
[Your Name]
Follow-Up on Quotation Request for Catering Services
Dear [Recipient’s Name],
Thank you for providing us with a detailed quotation for the catering services we require for our upcoming event. We are impressed with the level of attention to detail provided in your quotation and are interested in your services.
Before we make our final decision, we would appreciate it if you could provide us with some additional information. Specifically, we would like to know more about your menus, the dietary options that you have available, and any testimonials or references from previous customers that you could share with us.
We would be grateful for a prompt response to our queries. Thank you again for your time.
Best regards,
[Your Name]
Follow-Up Quotation Request for Design Services
Dear [Recipient’s Name],
Thank you for providing us with a quotation for the design services that we require. We are impressed with the creativity and expertise that your team has brought to the table.
However, before we make a final decision, there are a few things that we would like to clarify. Specifically, could you provide us with some more examples of your previous work and projects? We would like to have a better understanding of your design style and capabilities. Additionally, we would like to know more about your project timeline and how we can provide you with necessary feedback and input on your design proposals so the results align with our goals and expectations.
We would appreciate a prompt response to our queries since we are aiming to make a decision soon. Thank you again for your time and effort.
Best regards,
[Your Name]
Follow-Up Quotation Email: Tips and Best Practices
Following up on a quotation email is essential in winning clients and closing deals. It shows that you are invested in their business, you respect their time, and you are committed to delivering quality service. However, crafting a follow-up email that strikes the right balance between persistence and desperation can be tricky. Here are some tips to help you write an effective follow-up quotation email:
Be prompt: Time is of the essence when it comes to follow-up emails. The longer you wait, the higher the chances of your client forgetting about you. Ideally, you should send a follow-up email within 24 to 48 hours after the initial quotation email.
Personalize the email: Avoid using generic emails or templates. Personalize the email by using the client’s name and reference the project or specific details discussed in previous conversations. This shows that you are attentive and appreciate their business.
Show eagerness: Express your eagerness to work with the client. Avoid using phrases that sound too pushy, such as “when can we get started?” Instead, use phrases like “I’m excited to discuss how we can move forward with this project” or “I’m looking forward to hearing your thoughts.”
Provide a clear next step: Provide a clear next step for the client to take. This could be setting up a phone call, meeting, or providing more information about your services. Giving the client a clear course of action shows that you respect their time and are committed to delivering quality service.
Offer something of value: Offer something of value that relates to the client’s needs or project. This could be a case study or relevant article that discusses similar projects you have completed. Providing something of value shows that you are invested in the project and are willing to go the extra mile to win their business.
Be polite and professional: Always remember to be polite and professional in your emails. Avoid using aggressive language or making assumptions about the client. Keep the tone respectful and courteous.
Mastering the art of follow-up quotation emails takes time and practice. With the above tips and best practices, you can increase your chances of winning clients and closing deals. Remember to keep the client’s needs and interests at the forefront of your email and always look for ways to add value to their business.
Follow-up quotation email sample FAQs
What should I include in a follow-up quotation email?
In your follow-up quotation email, include a brief thank you note, a summary of the quoted price, a call to action and your contact information.
How long should I wait before sending a follow-up quotation email?
A polite follow-up quotation email can be sent within 2-3 days after the initial quotation. However, the decision to send a follow-up will depend on the type of business and the urgency of the service.
What should I do if the client does not respond to my follow-up quotation email?
If the client does not respond to your follow-up quotation email, send a gentle reminder after a few days. If there still is no response, you can assume the client is no longer interested and move on.
Is it appropriate to negotiate the price in a follow-up quotation email?
If you feel that the quoted price is not mutually feasible, you can negotiate in your follow-up quotation email. Be sure to be respectful and polite during the negotiation.
Should I attach the quotation again in my follow-up quotation email?
It depends on the context. If it has been a while since the first quotation, you can attach the quotation again to refresh their memory. However, if you had already attached the original quotation, you need not repeat it.
How do I make my follow-up quotation email stand out?
You could personalize your follow-up quotation email to the client, add a personal touch, and make it visually appealing. By showcasing professionalism and care for your product/service, you could make your email stand out.
What if my client declines the quotation, but I still want to offer my services?
If your client declines the quotation, you can inquire about their reasons for refusal and offer alternative quotes/ services that might better suit them. Always make sure that your response is respectful and business-oriented.
Thanks for Sticking Around!
I hope this simple follow-up quotation email sample has helped you with your own email communication. Remember, it’s always important to follow up on quotes and keep the conversation going. If you have any comments or questions, feel free to drop them in the comments section below. And be sure to check back for more helpful tips and tricks. See you soon!