Follow-up email after a quote: 3 templates for the first, second and final reminder

BOTrento Team7 October 2026 · Updated 11 October 20268 min read

When to send which reminder

Timing should follow the customer's deadline, not your impatience. If the event takes place in a month, you have less room for a series of reminders than when the job is planned for next year. The general principles of when to get in touch and when to stop are covered in more detail in our article on quote follow-up cadence. Here is a practical framework for the three emails:

If the customer has told you when they will decide, go by their date and send the first reminder the day after it.

Template 1: the first reminder

The first follow-up has a single goal: to find out whether the quote arrived and whether the customer needs anything added. No "just checking in", no reproach.

Subject: Quote for [event / project name] – is everything clear?

Dear [Mr/Ms surname],

On [day] I sent you a quote for [short description, e.g. sound and lighting for the corporate conference on …]. I wanted to check that it reached you and that everything in it is clear.

If you need to adjust the scope or the date, or want the price split into options, I would be happy to rework the quote.

Kind regards
[name, phone]

What to watch for

• Repeat the project name in the subject line so the email is easy to find.
• Reply within the original thread that contains the quote, so the customer does not have to hunt for the attachment.
• Offer one specific piece of help (a change of scope, options), not a vague "if you need anything at all".

Template 2: the second reminder with added value

The second email must not be a copy of the first. It should give the customer something that helps them decide: a new piece of information, a simpler option, an answer to a likely objection or an update on availability.

Subject: [event name] – a simpler option and equipment availability

Dear [Mr/Ms surname],

I am following up on the quote dated [date]. It occurred to me that a leaner option might be useful: [e.g. without the LED wall, with projection onto a screen]. I have attached it as a second option alongside the original.

I would also like to let you know that we are still holding the equipment free for [date]. If you would like to confirm the booking, simply reply to this email.

If it is easier to talk it through by phone, I can suggest [two specific times].

Kind regards
[name]

What counts as "added value"

• An alternative option for scope or price.
• Information on the availability of the date, equipment or people.
• A short answer to a question customers usually raise at this stage (transport, installation, cancellation terms).
• A proposal for a short call with two specific times.

If the customer has asked a follow-up question in the meantime, you will find inspiration for your answer in our article with five templates for replying to a sales enquiry.

Template 3: the final reminder that closes the loop

The last email is often the one the customer is most likely to answer, because you are giving them a clear and easy choice. The point is not to apply pressure but to end the uncertainty on both sides and to have a clear status in your records.

Subject: [event name] – shall I close the quote?

Dear [Mr/Ms surname],

I have already followed up on the quote for [event name] twice and do not want to trouble you unnecessarily. I assume you have decided otherwise or that the project has moved, and that is perfectly fine.

If so, I will close the quote on my side and release the reserved equipment for [date]. If you are still interested, just reply with a single word, such as "confirmed", and I will get back to you with next steps.

Thank you for your time, and I would be glad if you came to us again in future.

Kind regards
[name]

What to do after the last email

1. If the customer does not reply, mark the case in your CRM or spreadsheet as lost or postponed, and note the reason if you know it.
2. Release any blocked capacity, equipment or date.
3. If it is a recurring event (an annual conference, a trade fair), schedule a contact for next season.
4. Do not chase any further. The third email was the last.

Tone checklist: what belongs in a follow-up and what does not

Before you send a follow-up, run through these five points:

• Specificity: does the email include the project name, the date and the date of the original quote?
• One next step: does the customer know exactly what to do (reply, call, confirm)?
• No reproach: are you avoiding phrases like "I still haven't received a reply" or "I'm still waiting"?
• Length: can the email be read on a phone without scrolling?
• Facts match: do the price, scope and availability reflect what actually applies?

The most common mistake is not a poor text but that the follow-up is never sent at all. The quote goes out, new enquiries arrive and the reminder is forgotten. That is why it helps to have a next step with a date recorded for every deal. If you work in a CRM, you will find a setup example in our article on follow-up in Pipedrive; the principle applies to other tools and spreadsheets too.

How BOTrento Chief of Staff keeps follow-up on track

Templates solve what to write. The harder part is making sure the right email goes to the right customer on the right day, even when a salesperson has a head full of other jobs. That is what BOTrento Chief of Staff is for: a managed process for enquiries, quotes and other sales steps.

How it works

• Status monitoring: the process tracks sent quotes in the mailbox and in your records (CRM or spreadsheet) and alerts you when it is time for the next reminder.
• Email draft: it prepares a draft follow-up based on the status of the case, with the project name, date and next step.
• Human approval: nothing is sent without approval. The salesperson edits, approves or discards the draft.
• Closing the loop: after the final reminder, it suggests a status change in your records so the case does not hang open.

Your own API keys and your data

The language model runs through your own API keys with a provider of your choice, and you pay for the AI directly to that provider with no markup. The setup is described in the help page on your own API keys. We store data on servers in Germany (EU); the text needed for a specific task is processed by the model provider you have chosen. A call to an external AI API is not a closed computation, so it is good to know that in advance.

It starts with a 14-day free trial

The process is introduced through a 14-day free trial, with no payment card and no API key of your own. The 14 days start with your first successful data upload (import or mailbox connection), and you get 7 days to prepare. You can try it on one type of sales case, for example follow-up after equipment rental quotes. You can see what such a process looks like in practice in the step-by-step process demo. Terms and plans are on the pricing page.