Follow-up email templates you can copy word for word
Most quotes are not turned down, they are never followed up. These templates cover the moments that matter: the reply to a new enquiry, the quote itself, the day 3 and day 7 chase, the gone-quiet email, the review ask and the win-back. Change the name and the detail, keep them short, and send them on a schedule rather than when you remember.
Two rules before you copy anything
First, short wins. A three-line email gets read on a phone at a bus stop, a long one gets saved for later and later never comes. Second, always end on a question. A question gives the person something easy to reply to, which is how a dead thread comes back to life. More on the tone in chasing without being pushy.
1. The instant reply to a new enquiry
Subject: Your enquiry
Hello [First name],
Thanks for getting in touch. I have got your message and I will come back to you properly today.
So I can be useful straight away, roughly when were you hoping to get this done?
[Your name]
This is the one that earns its keep. It does not answer the question, it holds the person while you finish what you are doing. Why speed decides it: lead response time.
2. The email that carries the quote
Subject: Your quote
Hello [First name],
Your quote is attached, it comes to [£amount] and covers [one line on what is included].
I have kept [date] free in the diary for now. Shall I hold it for you?
[Your name]
Holding a date turns a price into a decision. Without it, a quote just sits in an inbox with nothing to answer.
3. Day 3, the gentle nudge
Subject: That quote
Hello [First name],
Just checking the quote landed alright, they do sometimes end up in spam.
Anything on it you would like me to explain?
[Your name]
4. Day 7, the honest one
Subject: Still worth doing?
Hello [First name],
I do not want to pester you, so this is my last note on it.
Is this still something you want to go ahead with this month, or shall I close it off for now?
Either is genuinely fine, I would just rather know.
[Your name]
This is the highest-replying email in the set, because giving someone permission to say no is the thing that makes them say yes. Never send it in anger and never send it late at night.
Which of these are you not sending today?
- A reply that goes out within minutes of an enquiry arriving
- A quote email that asks for a decision rather than just attaching a price
- A day 3 nudge and a day 7 close-off
- A gone-quiet email a few weeks later
- A review request while the customer is still delighted
Most owners send the first and none of the rest. The free guide sets all of them up on a schedule so you never have to remember.
Get the free 5-Step Lead Follow-Up Blueprint
A 15-minute, plain-English guide that shows exactly how to stop enquiries slipping away, with the messages already worded for you. Free, sent by email straight away.
Send me the free Blueprint5. The gone-quiet email, a few weeks on
Subject: Timing
Hello [First name],
We spoke a few weeks back about [job]. I know timing is usually the reason these go quiet rather than the price.
Is it worth me putting something in for [month], or leave it with you?
[Your name]
6. The review request
Subject: Thank you
Hello [First name],
Thanks again for having us in, it was a pleasure.
If you have got half a minute, a short Google review helps other local people find us more than anything else we do: [link]
[Your name]
Send it the day after, while they are still pleased. A week later the feeling has faded. See getting more Google reviews.
7. The win-back, months later
Subject: Due again?
Hello [First name],
It has been about [months] since we did [job] for you, which is usually when it is worth another look.
Want me to pop you in the diary, or is it too soon?
[Your name]
Send them on a schedule, not from memory
Templates only work when something else remembers to send them. Set the day 3 and day 7 emails to fire automatically the moment a quote goes out, and the review request to fire when a job is marked done. Then the follow-up happens on your worst week as reliably as your best one. See automated follow-up emails for how the sequence is built, and the text templates for the same moments by message.
Want to see it running?
GoHighLevel is the tool we use for all of this in our own business. You can try everything on the 14-day free trial and judge it on results.
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Common questions
Will people not spot that these are templates?
Not if you change the name, the job and one real detail from the conversation. What people spot is a long, formal email that reads like a company wrote it. Short and human reads as personal even when a system sent it.
How many follow-ups is too many?
For a quote, three emails over a week is normal and welcome. What annoys people is the same message repeated with no new reason to reply, which is why day 7 offers to close the enquiry rather than asking again.
Should I follow up by email or by text?
Use whichever channel they contacted you on, then add the other for the day 7 one. Texts get opened faster, emails are better for anything with a price or a document attached.
What subject lines work best?
Short and plain ones. Two or three words that name the thing, like Your quote or Still worth doing. Clever subject lines and anything with an exclamation mark read as marketing, and marketing gets ignored.
Do I need software to send these?
You can send them by hand at first, and many owners should, just to see the replies come in. The problem is that hand-sent follow-ups stop the week you get busy, which is exactly the week you need them. That is when a tool that sends them automatically pays for itself.