A quote request is a customer who already wants to buy. What happens next is mostly about speed and clarity. Here are three emails to copy and adapt.
1. The quote (same day)
Subject: Your quote for 30 olive wood boards
Message: “Hello Paul, thank you for your request. Here is your quote: 30 engraved boards, 29 € each, delivery on 12 December. You can pay online with the link below; production starts as soon as the order is confirmed. Any question? Just reply to this email.”
Give the total, the delivery date and one clear action. Attach nothing the customer has to print or sign.
2. The follow-up (3 days later)
Subject: Any question about your quote?
Message: “Hello Paul, did you have time to look at the quote? If the quantity or the date changes, tell me and I will update it. To deliver on 12 December, we need the order before 1 December.”
3. The last call (before the deadline)
Subject: Last day to keep your delivery date
Message: “Hello Paul, to keep the 12 December delivery, the order must be confirmed today. Your quote is still available with the payment link below.”
Tips for professional buyers
- Show prices without tax and the total with tax.
- State the validity of the quote (for example 30 days).
- Mention payment terms if you offer them.
- Offer a trade account after the first order.
With Quotely, the first email is the WooCommerce invoice email sent with the payment link when you click “Send the quote”. Read the request a quote guide and try the demo.
Frequently asked questions
How fast should I answer a quote request?
The same day if possible, within one business day at most.
Should a quote have an expiry date?
Yes, a validity (for example 30 days) helps the customer decide.
How many follow-ups should I send?
Two are enough: a follow-up after a few days and a last call before the deadline.