Most tradies who follow up make one of two mistakes: they follow up too late (when the customer has already moved on), or they send a message that feels like a sales pitch (which puts people off).
The follow-up formula below fixes both. It's based on data from thousands of quotes sent through WinYourQuote, and it's designed to feel natural — like a text from someone who genuinely cares about the job, not a sequence from a CRM.
The Three-Touch Formula
The sweet spot for trade quote follow-ups is three potential contact points:
Touch 1 — Day 2 (48 hours after sending the quote)
This is your check-in. The customer has had time to read the quote but probably hasn't made a decision yet. You're just staying visible.
Touch 2 — Day 5 (if no reply to Touch 1)
This is your final nudge. Keep it brief. If they don't reply to this one, it's a soft signal that they've either gone elsewhere or aren't ready yet.
Touch 3 — Day 14 (optional, for larger jobs only)
For quotes over $5,000, a third touch two weeks later can recover jobs where the customer was stuck in decision paralysis. Use this sparingly.
What to Say at Each Touch
Touch 1 — Day 2
"Hi [Name], just checking in on the quote I sent through for the [job type]. Happy to answer any questions or adjust anything if needed — just let me know. Cheers, [Your name]"
Why this works: It's low pressure. You're offering help, not chasing money. The phrase "adjust anything if needed" signals flexibility, which is often what hesitant customers are waiting for.
What to avoid: Don't start with "Just following up on my quote..." — it signals desperation. Lead with their name and their job.
Touch 2 — Day 5
"Hi [Name], last message from me on this one — I know things get busy. The quote for [job type] is still open if you'd like to go ahead, or if you've decided to go another way that's totally fine too. Best of luck with the project. [Your name]"
Why this works: The phrase "last message from me" removes pressure entirely. You're giving them an exit. Counterintuitively, this often prompts a response — either a yes, or a "actually we are still keen, just been flat out."
What to avoid: Don't push for a commitment on this touch. Your goal is to keep the door open, not close the sale.
Touch 3 — Day 14 (larger jobs only)
"Hi [Name], I had a cancellation come through for [rough timeframe] — thought I'd reach out in case the [job type] timing worked for you. No pressure either way, just wanted to check in. [Your name]"
Why this works: The "cancellation" framing adds social proof and urgency without being pushy. It also gives them a natural reason to re-engage without having to admit they forgot about the quote.
SMS vs Email: Which to Use
For most trade businesses, SMS is the better channel for follow-up, and the data backs this up strongly:
- SMS open rate: ~98%
- Email open rate: ~20%
- SMS average response time: under 3 minutes
- Email average response time: several hours (if opened at all)
That said, a few scenarios favour email:
- The customer is a business owner or property manager who prefers formal communication
- The quote is very detailed and you want to reference specifics
- You're including an updated version of the quote
Default to SMS. Use email for the initial quote send and for formal references.
When to Stop
The hardest part of following up is knowing when to let go. Here's a simple rule:
After Touch 2 with no response: stop.
If someone hasn't replied to two well-timed, friendly messages, they've made their decision — they just haven't communicated it. Pushing further doesn't convert them; it annoys them and potentially damages your reputation.
The exception: if you had a strong relationship or the job is very large, one final call (not text) at the two-week mark is acceptable.
Setting This Up Without Software
If you're not using a tool like WinYourQuote yet, you can run this system manually:
- Keep a simple spreadsheet — Date sent, customer name, job type, quote value
- Set a daily 5-minute block (e.g., 4pm) where you check who's at Day 2 and Day 5
- Copy-paste the template into your messaging app with their name and job filled in
- Mark the row with an outcome — Won, Lost, or In Progress
This takes about 15 minutes a week for most trade businesses sending 5–10 quotes.
The Compounding Effect
The biggest shift isn't in any single follow-up — it's in the habit. When following up becomes automatic (either through software or a consistent routine), your pipeline visibility improves dramatically.
You stop guessing which quotes are dead. You stop re-quoting jobs you'd already priced. And you start having data to make better decisions: which job types convert best, which channels work, and which areas of your market are most price-sensitive.
Follow-up isn't just a sales tactic. It's business intelligence in disguise.
