How to follow up after sending a quote
You sent a solid quote, everything looks right, and then silence. No reply. Every caterer knows this feeling. Following up can feel awkward, but it is a normal and professional part of the sales process. How you handle it often decides whether that quote becomes a booking or quietly disappears.
When is the best time to follow up?
Most caterers wait too long, or act too quickly. A good rule of thumb is to get in touch two to four working days after sending the quote. That gives the client enough time to read it and discuss it internally, but keeps you relevant. If the client has mentioned their own deadline, follow up one working day before that date.
Monday mornings and Friday afternoons are poor times to reach people. They are either starting the week or winding down for the weekend and tend to respond less readily. Tuesday, Wednesday or Thursday morning are generally better.
Which communication method works best?
Phone or email? It depends on the relationship and how your first contact went. If you have already spoken in person, calling is usually the fastest and warmest approach. You can answer questions directly, address any hesitations and pick up on how they are feeling. If the client is someone who prefers email, respect that.
A good approach is to send a short follow-up email first, then call if you have not heard back. This gives the client a choice and avoids coming across as pushy. The email does not need to be long: "Just checking you received the quote and wanted to know if you have any questions" is more than enough.
What to say during a follow-up conversation
Keep it light and helpful. You are not calling to apply pressure, but to be of service. A few good opening lines:
- "I was calling to check the quote came through and to see if anything needs clarifying."
- "We sent a quote last week for the dinner on [date]. I wanted to know if you have a sense of which direction you are heading."
- "Is there anything I can explain further or adjust for you?"
If the client says they are still thinking it over, ask them when they expect to make a decision. That gives you a concrete date for your next contact and removes the uncertainty on both sides. Make a note of it so it does not slip through.
How many times can you follow up without becoming a nuisance?
Three times is a good limit. After the initial follow-up two to four working days in, wait another week if you hear nothing. The third attempt is the last: leave a brief, friendly message without any expectation attached. More than three contacts risks damaging the relationship rather than advancing it.
Adjust the intervals if the client tells you they need more time. If someone says they will decide next month, call next month, not next week. Note these commitments so you can act on them reliably rather than guessing.
What to do when a client does not respond
After three attempts with no reply, it is time to close the conversation gracefully. Send a short email saying you are closing the quote, but that they are welcome to get back in touch if circumstances change. This has two benefits: your quote status stays accurate, and you leave a good impression. Clients who do not proceed now may call again in a year.
Avoid a frustrated tone, even if you suspect the enquiry was never serious. A professional close is what clients remember. Also keep an internal record of which quotes went nowhere, so you can spot patterns and improve your approach over time.
Frequently asked questions
How long should I wait before following up on a quote?
Two to four working days is a good guideline. That gives the client time to read the quote and talk it through internally, while keeping you relevant. If the client has mentioned a decision deadline, follow up one working day before that date.
Is calling better than emailing for a quote follow-up?
Calling is often more effective because you can respond to questions or hesitations in real time. But if the client prefers email, or you have had no personal contact yet, an email is perfectly fine. A good approach is to send a short email first, then call if you do not get a reply.
How many times should I follow up as a maximum?
Three times is a safe limit. More than that risks coming across as pushy and can damage the relationship. After three attempts with no reply, close the quote with a friendly email that leaves the door open for future contact.
What do I do if the client says they are still thinking about it?
Ask when they expect to make a decision. That gives you a concrete moment for your next follow-up and removes the guesswork for both parties. Make a note of the date so you do not miss it.
How do I keep track of which quotes still need following up?
With a system that tracks the status of every quote: sent, under consideration, approved, declined. In Catermonkey you can see at a glance which quotes need attention, so you never miss a follow-up moment.
With Catermonkey you always know which quotes are still open and when to follow up.
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