Our third and final templates for follow up are for after you have sent a quotation or proposal over to a potential client!
Now when it comes to following up after sending a quote or proposal we have some great things within the process that we can utilise within our follow up process to keep things on track and avoid that uncomfortable feeling that can come with following up and feeling like we are talking to a brick wall.
A few tips from me before we dive into the templates just to bare in mind 🙂
- Making sure we have a validity duration on them
- Making sure we do not commit to exact dates to start until a deposit has been paid
- Do they have a specific process that they are following internally that you need to be mindful of
Both of these things within a quote or proposal give us some leverage when it comes to following up.
So let’s dive in…
Message 1 – Sending the Quote/Proposal
So this one is the obvious one… sending them the quote or proposal! I don’t think you need a template for this one really but make sure to remind them that you are there if they have any questions you are there to answer, or even set up a follow up call should they need it.
Message 2 – Ensuring it arrived and questions
Similar to other follow ups this is all about checking in with the client to see if they have any questions and, in this case, ensuring that the quote/proposal arrived safely.
A lot of times they can get lost in email inboxes and so it’s important to make sure that the client sees it and knows that you have ticked that box in the process.
This is also the time to check in and ask if they have any questions or if they would like a follow up call to discuss things if that is easier (from experience it really can be!)
Template
Good Morning/Afternoon *insert name*
I just wanted to check in and make sure that the quotation sent *insert date and time* came through ok for you.
Please do reach out if you have any questions or if you would like to arrange a call to go through things.
I look forward to hearing from you soon.
*insert closing*
Message 3 – Check in
So with sending proposals it really can be a waiting game especially with bigger corporate clients. They may have internal approval processes that they are fighting with and may not have a reply for you, but it’s important for them to understand you are there to help them if that is the case.
This is a good thing to find out about before you send it through to them so if needed, you can add this into this check in.
Template
Good Morning/Afternoon *insert name*
I hope this email finds you well and that everything is ok at your end.
I just wanted to see if there was anything else you needed from me at this time in order to help with your decision *and insert any notes around their process to show you understand what they are going through*.
Please don’t hesitate to reach out if there is anything I can do to help you.
Thank you in advance and I look forward to hearing from you soon.
*insert closing*
Message 4 – Deadline approaching
Now is the time for us to use the validity deadline to our advantage if we have not heard anything from them. I usually recommend checking with this template when there is 5 working days before the deadline ends to ensure that they see the follow up in enough time and it gives you the chance to modify and extend should it be needed without it being too tight to the end of the validity.
Again, it’s important to be mindful of if they have internal processes BUT you also have the power so make sure you maintain that dominant position.
Template
Good Morning/Afternoon *insert name*
*general greeting to lead into email that fits your preference*
I am aware that our validity for you proposal which was sent *insert date* has a week until this expires and I wanted to reach out and see if there was anything else you needed in order to make a decision. *insert anything about internal process if needed*
Should you require an extension to the proposal validity, please do let me know as soon as possible so that I can review internally and ensure that this would be possible without any changes to the availability or price.
Thank you in advance.
*insert closing*
Message 5 – Deadline End
In the case of quotes and proposal follow up, this can also be your “break up” scenario as it may need to be fully regrouped should you not have heard anything up until this point.
It’s important as always to keep the door open should they want to come back to you in the future and maintain the relationship.
Template
Good Morning/Afternoon *insert name*
I hope this email finds you well.
As you know, the proposal validity has now expired and I wanted to reach out and see if this is still something that you would be interested in moving forward with at this time.
I appreciate that right now may not be the best time for you to move forward or that your priorities may have changed within your business so it would be great to understand if there is anything else you need from me at this time.
Please know that if this is the case and you no longer wish to move forward, should you ever wish to discuss things again, you are more than welcome to reach out.
All the best for you in your business.
*insert closing*
