You've sent the quote. Now what? Ring tomorrow? Wait a week? Wait for them to come to you?
There's no law on this. But there is a simple pattern that works for most quoted trade work: follow up early, check in again a few days later, and send one final message about a week after that. This article explains why, and what to say at each step.
The short answer
For most residential quotes, a sensible schedule looks like this:
| When | What it's for |
|---|---|
| Day 0 (when you start following up) | Check they've received the quote and know who it's from |
| Day 3 | A gentle check-in and an offer to answer questions |
| Day 8 | A polite final message before you close the quote off |
That's the schedule Quote Converter uses. It's not the only option, but it's a good default, and the reasons are below.
Why follow up straight away (Day 0)?
A lot of tradies wait because they don't want to seem keen. But the first follow-up isn't really chasing. It's confirming. Emails land in spam. PDFs get buried. The customer might have asked three tradies and not be sure which quote is which.
A short "just checking you received the quote" message does three things:
- Makes sure the quote actually arrived.
- Puts your name at the top of their messages.
- Gives them an easy way to ask a question while the job's still fresh.
Example:
Hi [Name], just checking you've received the quote I sent through. No rush at all. If you've got any questions, just reply to this message. Thanks, [Your name], [Business name]
Why wait a few days for the second one (Day 3)?
By about day three, the customer has usually had a chance to look at quotes, talk to their partner or landlord, and maybe notice something they want to ask. That makes it a good time to check in again without crowding them.
Keep the tone relaxed and offer help:
Hi [Name], just touching base to see if you've had a chance to think about the quote. Happy to answer any questions or make changes if needed. Thanks, [Your name], [Business name]
The "make changes if needed" line is useful. Sometimes the customer likes you but the scope isn't quite right, and they won't raise it unless you invite them to.
Why a final message around Day 8?
After a week or so, the customer has either decided, forgotten, or is still sitting on it. A final message deals with all three:
- if they've gone with someone else, they may tell you, so you can stop wondering
- if they forgot, it's a timely reminder
- if they're still deciding, it prompts a decision without pressure
Hi [Name], just checking in one last time before I close this quote off. If you'd still like to go ahead, just reply and I'll get everything organised. Thanks, [Your name], [Business name]
Saying it's the last message matters. It's honest, it sets a clear end point, and it shows you're not going to keep pestering them.
Does the timing change by job?
A bit. Use judgement.
- Small, urgent jobs (a hot water unit that's died, a safety switch that keeps tripping) usually get decided within days. Following up quickly matters most here.
- Bigger, considered jobs like renovations, switchboard upgrades, solar, ducted aircon or landscaping often take longer. Customers wait on finance, other quotes, body corporate approval or the right season. The Day 0/3/8 pattern still works as a first round. If they reply saying "we're looking at autumn", put a reminder in your own calendar for then.
- Commercial and strata quotes often need several people to sign off. A follow-up that asks "is there anyone else who needs the details?" can be more useful than "are you ready to go ahead?"
For trade-specific angles, see our pages for electricians and builders.
How many follow-ups is too many?
For most quotes, three messages over about a week is plenty. Past that, you risk annoying someone who has quietly decided not to go ahead.
Two other rules:
- Stop as soon as they reply. If they've answered, any automated chasing should stop and you take over the conversation.
- Stop if they ask you to. If someone says "no thanks" or texts STOP, that's the end of it.
What about the time of day?
Send during normal business hours. A text at 6:30 am or 10 pm looks careless, even if it's well written. Mid-morning or early afternoon on a weekday is a safe bet for most residential customers.
The hard part: actually sticking to it
The schedule's easy. Sticking to it when you're flat out is not. Day 3 lands on the day you're stuck on a job that's run over. Day 8 is a Saturday. Before long, a week's quotes haven't been followed up at all.
That's the gap Quote Converter fills. You add a quote you've already sent, check the customer details and the messages, and press Start Chasing. The Day 0 message is scheduled straight away, then Day 3, then Day 8. If the customer replies, the follow-ups pause and you see the reply. If they text STOP, chasing for that quote ends.
It doesn't change how you quote, and nothing goes out until you press Start Chasing.
Try it on your next quote: first 3 jobs free, no credit card
Recap
- Follow up on Day 0 to confirm they've got the quote.
- Check in again around Day 3 and offer to answer questions or adjust it.
- Send a polite final message around Day 8.
- Stop when they reply or ask you to stop.
- Use a system so it happens for every quote, not just the ones you remember.