How do you follow up after sending a quote?

You've sent a great quote, everything's right, and then... nothing. No reply. Every caterer knows that feeling. Following up can feel awkward, but it's a normal, professional part of the sales process. How you handle it decides whether that quote turns into an order or quietly disappears.

When's the best time to follow up?

Most caterers wait too long, or move too fast. A good rule of thumb: get in touch after 2 to 4 working days. That's long enough to let the client read the quote properly, but short enough to still be relevant. Did the client mention their own decision deadline? Stick to that, and follow up on a working day before that date.

Monday morning and Friday afternoon are bad times. People are busy starting or wrapping up the week and reply more slowly. Tuesday, Wednesday or Thursday morning are usually better.

Which method of communication works best?

Call or email? That depends on the relationship and how the first contact went. If you've already had personal contact, calling is usually the fastest and warmest approach. You can answer questions directly, handle any objections and get a feel for the mood. If the client prefers email, respect that.

A good approach: send a short follow-up email first, then call if you don't hear back. That gives the client the choice and keeps you from coming across as pushy. The email doesn't need to be long: "I just wanted to check you received the quote okay and see if you have any questions" is more than enough.

What exactly do you say during a follow-up call?

Keep it light and service-minded. You're not calling to push, you're calling to help. A few good opening lines:

• "I just called to check the quote arrived okay and see if anything's unclear."
• "We sent a quote last week for the dinner on [date]. I wanted to check whether you're leaning any particular way yet?"
• "Is there anything I can explain or adjust?"

If the client says they're still thinking it over, ask in a friendly way when they expect to decide. That gives you a concrete date for your next contact, and nobody's left guessing.

How often can you follow up without becoming pushy?

Three times is a good guideline. After the first follow-up at 2 to 4 working days, wait another week if there's no reply. The third time is the last: leave a short, friendly message without expecting anything back. Beyond that does more harm to the relationship than good.

Adjust the intervals if the client tells you they need more time. If someone says "we're deciding next month", call after a month, not after a week. Write down agreements like that, so you're sure not to forget.

What do you do when a client doesn't respond?

After three attempts with no response, it's time to close things off politely. Send a short email saying you're closing the quote, but that they're always welcome to come back if their plans change. That has two benefits: you keep your quote status tidy, and you leave a good impression. Clients who don't go ahead now might call again in a year.

Avoid a frustrated tone, even if you doubt the client was ever really serious. Clients remember a professional sign-off. And make sure you track internally which quotes expired without an order, so you can spot patterns and improve your approach.

Frequently asked questions

How long should I wait before following up after sending a quote?

2 to 4 working days is a good guideline. That gives the client time to read the quote and talk it over internally, while you stay relevant. If the client has mentioned their own decision deadline, follow up on a working day before that date.

Is calling better than emailing for a quote follow-up?

Calling is often more effective because you can respond directly to questions or objections. But if the client prefers email, or you haven't had personal contact yet, an email is fine. A good approach is to send a short email first and call afterwards if you don't hear back.

What's the maximum number of times I should follow up?

Three times is a safe limit. Beyond that can come across as pushy and damage the relationship. After three attempts with no response, close the quote politely with an email that leaves the door open for future contact.

What do I do when the client says they're "still thinking it over"?

Ask when they expect to make a decision. That gives you a concrete point for your next contact attempt, and nobody's left guessing. Write that agreement down, so you don't let it slip by.

How do I keep track of which quotes are still open?

With an overview system that tracks the status of every quote: sent, under review, accepted, declined. In Catermonkey, you see at a glance which quotes need your attention, so you never miss a follow-up.

With Catermonkey you always see which quotes are still open and when you need to follow up.

Try it free