Have you ever found yourself in a situation where you’ve sent out a quotation to a potential client, only to be met with silence on the other end? It can be frustrating and leave you wondering if they received your email, if they’re still interested, or if they’ve simply forgotten about it. But fear not, as there is a simple solution to help you follow up in a professional and courteous manner. By sending a follow-up quotation email, you can not only reiterate the details of your proposal, but also show your commitment to providing excellent customer service.
The Best Structure for a Follow-up Quotation Email Sample
When sending out a follow-up quotation email, it’s important to have a clear and organized structure to ensure that your message is well-received and understood by the recipient. Here is a breakdown of the best structure for a follow-up quotation email sample:
- Subject Line: Start with a clear and concise subject line that highlights the purpose of your email. For example, “Follow-up on Quotation Request.”
- Greeting: Begin your email with a warm greeting to the recipient, such as “Hi [Recipient’s Name],” or “Hello,” followed by a brief introduction of yourself or your company.
- Recap of Previous Communication: Provide a brief recap of the initial quotation sent and any previous communication that has taken place to ensure that the recipient is up to speed.
- Reiteration of Quotation: Clearly outline the quotation details, including the products or services offered, prices, and any terms and conditions.
- Call to Action: Encourage the recipient to take action, whether it’s to accept the quotation, ask for further clarification, or schedule a follow-up call.
- Contact Information: Include your contact information at the end of the email, making it easy for the recipient to reach out to you with any questions or feedback.
- Closing: End your email with a polite closing, such as “Thank you for considering our quotation” or “I look forward to hearing from you soon.”
By following this structure, you can create a professional and well-organized follow-up quotation email that is more likely to elicit a response from the recipient.
| Subject Line | Greeting | Recap of Previous Communication | Reiteration of Quotation | Call to Action | Contact Information | Closing |
|---|---|---|---|---|---|---|
| Clear and concise | Warm and professional | Brief summary | Details of quotation | Encouragement to act | Contact details | Polite closing |
Follow-up Quotation Email Samples
Sample 1: Following Up on Requested Changes
Dear [Client Name],
I wanted to follow up on the requested changes to the quotation you provided. Could you please confirm the updated details so we can proceed with finalizing the quote? Thank you for your attention to this matter.
Best regards,
[Your Name]
Sample 2: Following Up on Additional Information
Dear [Client Name],
I am following up on the additional information you requested for the quotation. Please let me know if you need any further details or clarification. Thank you for considering our services.
Warm regards,
[Your Name]
Sample 3: Following Up on Deadline Extension
Dear [Client Name],
I am reaching out to follow up on the deadline extension requested for the quotation. Please confirm the new timeline so that we can update our records accordingly. Thank you for your cooperation.
Sincerely,
[Your Name]
Sample 4: Following Up on Discount Approval
Dear [Client Name],
I wanted to follow up on the approval status of the discount requested for your quotation. Please let me know if there are any updates or further steps required from your end. Thank you for your prompt attention to this matter.
Best wishes,
[Your Name]
Sample 5: Following Up on Payment Terms
Dear [Client Name],
I am following up on the agreed payment terms for the quotation provided. Please confirm that the terms are acceptable or let me know if there are any changes needed. Thank you for your cooperation.
Kind regards,
[Your Name]
Sample 6: Following Up on Client Feedback
Dear [Client Name],
I wanted to follow up on the feedback you provided for the quotation. Your input is valuable to us, and we want to ensure that we meet your expectations. Please let us know if there are any further adjustments needed. Thank you for your time and feedback.
Warm regards,
[Your Name]
Sample 7: Following Up on Project Scope
Dear [Client Name],
I am following up on the project scope outlined in the quotation. Please review the details and let me know if any adjustments are needed. Your satisfaction is our priority, and we want to ensure that we deliver a successful project. Thank you for your attention to this matter.
Sincerely,
[Your Name]
How can I effectively follow-up on a quotation via email?
Following up on a quotation via email is a crucial step in the sales process to ensure that potential clients have the information they need to make a decision. To craft an effective follow-up email, start by thanking the recipient for their interest in your services or products. Briefly recap the details of the quotation, including pricing and any special offers or discounts. Clearly communicate any next steps or deadlines, such as when they can expect to hear back from you or when a decision needs to be made. Include a call-to-action prompting the recipient to reach out if they have any further questions or if they are ready to move forward with the quotation. Keep the tone professional and courteous, and make sure to proofread for any errors before hitting send.
What should be included in a follow-up email after sending a quotation?
In a follow-up email after sending a quotation, it is important to reiterate the key details of the original quotation such as pricing, product or service details, and any terms and conditions. Additionally, you should express gratitude for the recipient’s interest in your offerings and convey your willingness to address any questions or provide further information. It can also be helpful to include a brief summary of why your product or service is the right choice for the recipient, highlighting any unique selling points or benefits. Lastly, provide clear contact information and encourage the recipient to get in touch if they need clarification or are ready to proceed with the quotation.
How do I write a polite follow-up email to remind the recipient about a quotation?
When writing a polite follow-up email to remind the recipient about a quotation, keep the tone friendly and respectful. Begin by expressing appreciation for their consideration of your offer and reiterate the key details of the quotation. Politely remind them of any deadlines or timeframes that have been previously discussed and offer to provide any additional information or clarification they may need. Avoid being pushy or aggressive in your tone, instead focusing on being helpful and accommodating. Remember to proofread the email for any errors and ensure that your contact information is clearly provided for easy communication.
What is the best way to follow-up on a quotation without appearing too pushy?
Following up on a quotation without appearing too pushy requires a delicate balance of persistence and professionalism. Start by acknowledging the recipient’s busy schedule and expressing understanding if they have not had a chance to review the quotation yet. Politely remind them of the benefits or value of your offer and offer to address any concerns or questions they may have. Avoid using aggressive language or making demands for an immediate decision. Instead, focus on being helpful and accommodating, and emphasize that you are available to assist in any way needed. Consider including a gentle call-to-action prompting the recipient to reach out if they require further information or clarification.
I hope this follow-up quotation email sample will help you draft your own professional and effective emails. Remember to personalize your message and follow up with potential clients in a timely manner. Thanks for reading, and be sure to check back for more helpful tips and samples in the future. Happy emailing!