Sending quotation examples to potential customers is an important step in the sales process, but don’t forget the power of a well-crafted follow-up email. Here, we provide a quick guide to writing effective follow-up emails after sending quotation examples, along with some ready-to-use templates that you can edit and use to your needs.
The Perfect Follow-Up Email After Sending a Quotation
After sending a quotation to a potential customer, it’s important to follow up to show that you’re still interested in their business. A well-written follow-up email can make all the difference and help you close the deal.
Here are some tips for writing a great follow-up email after sending a quotation:
* Keep it brief and to the point. No one wants to read a long, rambling email. Get straight to the point and remind the customer of what you’re following up on.
* Be personal. Address the customer by name and reference something specific from your previous conversation or email exchange. This will show them that you’re not just sending out a generic email blast.
* Highlight the benefits of your product or service. Remind the customer why they should choose you over your competitors. What makes your product or service unique?
* Offer a next step. Tell the customer what you’d like them to do next, such as schedule a meeting, visit your website, or call you.
* Use a strong call to action. End your email with a strong call to action that encourages the customer to take the next step. For example, you could say, “I’d be happy to schedule a meeting to discuss your needs in more detail.”
Sample Follow-up Emails After Sending Quotations
Thank You for Reviewing the Quotation
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the quotation I sent you yesterday for [project/service name]. I understand that you may be busy, so I just wanted to check in and see if you have any questions or need further clarification.
If you have any feedback or would like to discuss the quotation further, please feel free to contact me. I’m always happy to assist you.
Thank you for considering our services.
Best regards,
[Your Name]
Follow-up for a Time-Sensitive Request
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the quotation I sent you last week for [project/service name]. This is a time-sensitive request, and I would appreciate it if you could review it as soon as possible.
We understand that you may have other priorities, but we believe that our services can provide you with significant benefits. We’re confident that we can deliver exceptional results within your desired timeline.
If you have any questions or need additional information, please feel free to contact me. I would be happy to schedule a call or meeting to discuss the quotation further.
Thank you for your time and consideration.
Best regards,
[Your Name]
Follow-up for a Discount or Special Offer
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the quotation I sent you recently for [project/service name]. I’ve included a special discount of [discount percentage]% for a limited time.
We understand that cost is a factor in every decision, and we want to make sure that our services are accessible to you. This discount is our way of saying thank you for considering us.
If you have any questions or would like to take advantage of this offer, please don’t hesitate to contact me. We’re here to help you make an informed decision.
Thank you for your interest in our services.
Best regards,
[Your Name]
Follow-up for a Request for Feedback
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the quotation I sent you for [project/service name]. I understand that you may have some feedback or questions on the proposal.
I would appreciate it if you could take a few minutes to review the quotation and provide us with your feedback. Your insights will help us improve our services and provide you with a better experience.
You can reply to this email, schedule a call, or leave a comment on the quotation document itself. We’re here to listen and assist you in any way we can.
Thank you for your time and consideration.
Best regards,
[Your Name]
Follow-up for a Request for Decision
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the quotation I sent you for [project/service name]. I understand that you’re considering our services, and I’m eager to learn your decision.
We believe that our team has the expertise and experience to deliver exceptional results for your organization. We’re confident that we can meet your needs and exceed your expectations.
I would be happy to schedule a call with you to discuss the quotation further and answer any questions you may have. Please let me know a time that works for you.
Thank you for your consideration.
Best regards,
[Your Name]
Follow-up for a Reminder on Payment
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to remind you about the payment for the quotation I sent you for [project/service name]. The payment due date is [date].
We appreciate your business and would like to ensure that your invoice is processed promptly. If you have any questions or require further assistance, please don’t hesitate to contact us.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Follow-up to Express Gratitude for Trust
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to express our sincere gratitude for your trust in our company. We appreciate that you have chosen us to provide you with [project/service name].
We are committed to providing you with the highest level of service and exceeding your expectations. Our team is dedicated to delivering exceptional results and ensuring that you are completely satisfied.
If you have any questions or need anything at all, please feel free to contact us. We’re here to support you every step of the way.
Thank you again for choosing us.
Best regards,
[Your Name]
Tips for Following Up on Quotation Emails
After sending out a quotation, it’s crucial to follow up to increase your chances of closing the deal. Here are some helpful tips to make your follow-up emails effective:
* Timing is key: Don’t follow up too soon or too late. Give the recipient a few days to review your quotation, but don’t let it slip through the cracks. Aim for 2-3 business days.
* Use a personalized subject line: Avoid generic subject lines like “Follow-up on quotation.” Instead, craft a subject line that grabs attention and highlights the value of your offering. For instance: “Custom solution to meet your [specific need]”.
* Keep it brief and to the point: Your follow-up email should be concise and easy to read. Summarize your key points and highlight the benefits of your solution. Avoid overwhelming the recipient with unnecessary details.
* Restate the quotation and add value: In your email, reiterate the main points of your quotation and include any additional information that could enhance its appeal. This could include testimonials, case studies, or special offers.
* Address any questions or concerns: If you anticipate any questions or objections, address them proactively in your email. This shows that you’ve anticipated their needs and are prepared to provide solutions.
* Use a clear call to action: Guide the recipient towards the next step. Clearly state what you’d like them to do, such as scheduling a meeting, responding with questions, or making a decision.
* Proofread carefully: Before hitting send, double-check your email for any errors in grammar, spelling, and formatting. A polished and error-free email reflects professionalism and attention to detail.
* Be persistent but not pushy: If you don’t receive an immediate response, don’t give up. Schedule follow-up emails at appropriate intervals, such as once a week for the first few weeks. Be respectful and avoid bombarding the recipient with emails.
## FAQs: Follow-Up Email After Sending Quotation
### Q: How long should I wait before sending a follow-up email?
**A:** Typically within 2-3 business days.
### Q: What should be the subject line of my follow-up email?
**A:** Keep it clear and concise, such as “Follow-up on quotation for [project/service].”
### Q: How should I structure the body of my follow-up email?
**A:** Begin by expressing appreciation, restate key points from the quotation, and ask for an update or request additional information if needed.
### Q: What if I don’t receive a response after my first follow-up?
**A:** Follow up again after another 2-3 business days, using a slightly different approach or emphasizing the urgency of the matter.
### Q: Is it okay to follow up multiple times?
**A:** Yes, it’s acceptable to follow up a few times, but avoid being overly persistent.
### Q: Should I include a call to action in my follow-up email?
**A:** Yes, provide a clear next step for the recipient, such as requesting a meeting or asking for a decision by a certain date.
### Q: What tone should I use in my follow-up email?
**A:** Maintain a professional and respectful tone, and avoid being pushy or demanding.
Thanks for reading!
I hope these examples have given you some great ideas for your own follow-up emails. Remember, the key is to be polite, professional, and persistent. If you follow these tips, you’ll be sure to increase your chances of closing the deal.
Thanks again for reading! I hope you’ll visit again soon for more tips and advice on how to improve your business communication.