Have you ever sent out a quotation email to a client, only to be met with ghostly silence on the other end? It can be discouraging, but don’t give up just yet. The solution might be as simple as crafting a well-written follow-up quotation email. And the good news is that you don’t have to figure it out on your own – we’ve got you covered with some sample follow-up quotation emails that you can use as inspiration. These examples are designed to help you strike the perfect balance between being politely persistent and coming across as pushy. Best of all, you can tweak them as needed to suit your unique situation. So if you’re ready to give your quotation email a second chance, keep reading for some sample follow-up templates.
The Ultimate Guide on Structuring Your Follow-Up Quotation Email Sample
When sending a quotation email, a follow-up email is an essential tool in ensuring that your proposal is given the attention it deserves. A follow-up email can increase your chances of closing a sale and building a long-term relationship with a potential client. This guide will outline the best structure for a follow-up quotation email sample to help you achieve your desired result.
Subject Line
The subject line is the first thing a potential client will see when receiving your email. Make sure it is attention-grabbing while still being informative. Use the name of the project or company and the word “follow-up” to indicate that this is a continuation of a previous conversation.
Salutation
Start your email with a personalized greeting. Use the recipient’s name to make the email more personal and show that you have taken the time to address them directly. Avoid using “Dear Sir/Madam” or “To Whom It May Concern” as they can come off as impersonal.
Opening Paragraph
In the opening paragraph, remind the recipient of who you are and the purpose of your previous conversation. Thank them for their time and consideration and acknowledge any questions or concerns they may have raised in the initial conversation. Let them know that you are following up to provide any additional information they may need.
The Body
The body of the email should be clear and concise. Include any additional information that the recipient may need to make an informed decision. If you have made any changes to the proposal, highlight them in this section. Be sure to address any questions or concerns that were previously raised and provide solutions if possible.
The Call-to-Action
The call-to-action is the most critical part of the email, as this is where you ask for the sale. Be direct and specific: ask the recipient to accept the proposal or schedule a call to discuss it further. Make it easy for them to respond, providing your contact information and any other relevant links.
Closing Paragraph
The closing paragraph is an opportunity to reiterate your appreciation for their time and consideration. Let them know that you are available to answer any additional questions that they may have. Sign off with a professional email signature that includes your name, title, and contact information.
Follow-Up Plan
If you haven’t heard back from the recipient within a few days of sending the email, it’s okay to send a gentle reminder. Include a follow-up plan in the initial email, such as “I’ll follow up with you next week to see if you have any further questions.” This will show that you are committed to working with the recipient and are willing to go the extra mile for their satisfaction.
By following this structure, you can increase your chances of closing a sale and building long-term relationships with potential clients. Remember to keep your email professional, informative, and always focus on the customer’s needs. Happy emailing!
7 Follow-Up Quotation Emails for Different Reasons
Follow-Up Quotation for a Business Proposal
Dear [Client Name],
I hope this email finds you well. I would like to follow up on the business proposal I sent you last week. I wanted to check if you had any further questions or concerns regarding the details of the proposal.
As you know, our team comprises highly skilled professionals who are experts in providing the best solutions for our clients’ needs. We are confident that our proposal will meet your expectations and maximize your business profits.
Please let me know if you need any further information or if you are ready to proceed with the project. We look forward to working with you and building a long-lasting business relationship.
Best regards,
[Your Name]
Follow-Up Quotation for a Website Development Project
Dear [Client Name],
I hope you are doing well. I wanted to follow up regarding the website development project we discussed. We have carefully reviewed your requirements and prepared a comprehensive proposal that addresses all your needs.
Our team is equipped with the latest software and technology to provide you with a cutting-edge website that is tailored to your specific needs. We also offer ongoing technical support, ensuring your website runs smoothly and efficiently.
Please review our proposal and let us know if you have any questions or require further information. We would be thrilled to work with you on this project and exceed your expectations.
Sincerely,
[Your Name]
Follow-Up Quotation for a Marketing Campaign
Dear [Client Name],
I hope this email finds you well. I am writing to follow up on the marketing campaign proposal we sent you last week. As you know, our team is skilled in creating and executing effective marketing plans that achieve the desired results.
We are confident that our proposal, which includes a tailored strategy to achieve your marketing goals, will take your business to the next level. We offer a range of services such as social media marketing, email marketing, and content marketing that will drive traffic to your website and increase conversions.
If you have any further questions or would like to discuss the details of the proposal, please do not hesitate to contact us. We are excited to work with you and help your business thrive.
Best regards,
[Your Name]
Follow-Up Quotation for an Event Planning Service
Dear [Client Name],
I hope this email finds you well. I wanted to follow up on the event planning services proposal we sent you last week. We understand the importance of creating memorable and successful events, and our team is dedicated to bringing your vision to life.
Whether it is a corporate event, wedding, or birthday party, we have the expertise and experience to provide top-notch event planning services. Our proposal includes tailored packages that can fit your specific needs, ensuring a successful event that meets your expectations.
Please review our proposal and don’t hesitate to contact us should you have any questions or concerns. We are excited to work with you and create a successful event.
Best wishes,
[Your Name]
Follow-Up Quotation for a Catering Service
Dear [Client Name],
I hope you are doing well. I am following up on the catering services proposal we sent you last week. We understand the importance of providing exceptional food and service to our clients.
Our team comprises experienced chefs who use fresh ingredients to create delicious and healthy food. Our proposal includes a range of catering services such as corporate events, weddings, and private parties. We also offer customized menus that cater to your specific needs, ensuring a memorable experience for your guests.
Please let us know if you have any further questions or if you are ready to proceed with our services. We look forward to working with you and providing an exceptional experience for your event.
Best regards,
[Your Name]
Follow-Up Quotation for a Translation Service
Dear [Client Name],
I hope this email finds you well. I am writing to follow up on the translation services proposal we sent you last week. We understand the importance of providing accurate and reliable translation services to our clients.
Our team consists of experienced translators who are experts in various fields such as legal, medical, and technical translations. We also offer a fast turnaround time without compromising on the quality of our services.
Please review our proposal and let us know if you have any questions or if you are ready to proceed with our services. We are excited to work with you and provide high-quality translation services that exceed your expectations.
Best wishes,
[Your Name]
Follow-Up Quotation for a Graphic Design Service
Dear [Client Name],
I hope you are doing well. I am writing to follow up on the graphic design services proposal we sent you last week. We understand the importance of creating visually appealing and engaging designs.
Our team comprises talented graphic designers who use the latest software to create high-quality designs that align with your brand. Our proposal includes various design services such as logo design, brochure design, and website design.
Please let us know if you have any further questions or if you are ready to proceed with our services. We are excited to work with you and provide exceptional graphic design services that drive business results.
Best wishes,
[Your Name]
How to Craft a Follow-Up Quotation Email Sample That Boosts Your Sales
Crafting a follow-up quotation email is an essential component of any sales process. It serves to remind the client of the quotation you have sent, captures their interest and keeps the conversation flowing. Consider the sample below to see how to craft a follow-up quotation email that will help close the deal.
Here are some tips to help make your follow-up email a success:
- Be polite and professional: Greet your client with their name and don’t forget to thank them for their time in reviewing the quotation proposal.
- Remind them of the offer: Use the opportunity to remind the client of the offer you have made and any key selling points. Make sure you address any queries or concerns brought up by the client in the first communication.
- Include a strong call-to-action: Be clear about what you expect from the client- should they contact you to discuss the proposal further or just give you a simple acceptance or rejection. Also, specify the deadline if you have any, or state that you are open to further discussions.
- Create urgency: Use persuasive language like “limited time offer” or “special promotion” to create a sense of urgency in the recipient’s mind.
- Personalize the message: Take the time to personalize your email. You can start by using the client’s preferred name, and referring to any previous communications. This helps to make the email more authentic and engaging.
- Offer an incentive: If possible, offer an incentive for clients that accept your quotation proposal, such as a discount or a bonus product/service.
- Proofread your email: Mistakes and errors can make you look unprofessional and sloppy. Therefore, ensure that you proofread your email carefully before sending it out to the client.
- Follow up: Give the client sufficient time like 4-5 business days to review the proposal and provide feedback. If there is no reply, do not hesitate to follow-up again. This shows your commitment and interest in working with them.
Follow-up emails are a critical component of your sales process. Use these tips to craft a winning follow-up quotation email sample and increase your chances of converting leads into paying clients.
Follow-up Quotation Email Sample FAQs
What is a follow-up quotation email?
A follow-up quotation email is an email sent after sending a quotation to reiterate the offer and prompt the recipient for a response or further action.
When should I send a follow-up quotation email?
You should send a follow-up quotation email after a reasonable amount of time has passed since you sent the initial quotation, typically a few days to a week.
What should I include in a follow-up quotation email?
You should include a reminder of the initial quotation, any additional information or changes, and a call-to-action or request for a response.
How can I make my follow-up quotation email more effective?
You can make your follow-up quotation email more effective by personalizing it, highlighting the value and benefits of your offer, and providing a sense of urgency.
Should I follow up with every recipient of a quotation?
It is generally a good practice to follow up with every recipient of a quotation, especially if you are interested in securing their business.
Is it okay to follow up multiple times?
While it is okay to follow up multiple times, it is important to do so in a professional and respectful manner and avoid coming across as pushy or aggressive.
What if the recipient does not respond to my follow-up quotation email?
If the recipient does not respond to your follow-up quotation email, you can try following up once or twice more or consider moving on to other leads.
Can I use a template for my follow-up quotation email?
Yes, using a template for your follow-up quotation email can save time and ensure consistency, but it is important to personalize it for each individual recipient.
How long should I wait before sending a follow-up quotation email?
You should wait a few days to a week before sending a follow-up quotation email to give the recipient time to review and consider your initial offer.
What should I do if the recipient declines my offer?
If the recipient declines your offer, you can ask for feedback on why they declined and see if there is anything you can do to improve your offer or service for the future.
Wrapping it Up
There you have it – a simple yet effective follow-up quotation email sample that’ll save you time and leave a great impression on your clients. Always remember to personalize each email according to the client and project. Don’t be afraid to put your own spin on the email, too. And that’s it! Thank you, dear reader, for taking the time to read this guide. I hope you found it helpful. Be sure to visit us again soon for more tips and tricks to up your game!