Following up on a quote starts with getting the timing right. Get in touch 2 to 4 working days after sending, use a friendly but professional tone, and think carefully about whether to call or send a short follow-up email.
Follow up a maximum of 3 times with increasingly longer gaps between attempts. If there's still no response, close things off in a friendly way but leave the door open for future opportunities.
When is the best time to follow up after sending a quote?
The best time to follow up on a quote is usually between 2 and 4 working days after sending your quote. This fits with how decisions tend to play out in practice: clients need time to read through the quote, align internally, and possibly compare alternatives.
For new clients this moment tends to come a little later, because they still need to assess your business and what you're offering. With existing clients you can usually follow up sooner, as the decision-making process is shorter.
Keep your client's situation in mind. During busy periods in hospitality — such as holidays or the peak events season — decisions often get pushed back. It's perfectly reasonable to wait a bit longer before following up.
The timing of your contact matters too. Monday mornings are usually taken up with getting started and setting priorities, while Friday afternoons tend to be about wrapping up. Neither is ideal if you want someone to give your quote proper attention. Mid-week is generally a better bet, when there's more room for a focused conversation.
Which communication method works best for quote follow-up?
The phone is often the most direct way to follow up on a quote, because you have direct contact and can respond straight away to any questions or objections.
Email is a natural complement, especially with busy business owners who prefer written communication. Keep your follow-up email brief and ask one clear question to make it easy to reply.
WhatsApp can work well in hospitality because it's fast and personal. Only use it if you've already been in contact via WhatsApp before, and make sure it's immediately clear who you are.
Personal contact can be valuable for larger or more complex enquiries. Plan it in advance and make sure your conversation adds something meaningful beyond what's already in the quote.
Where needed, combine several contact moments — for example, call first and then briefly confirm by email. That keeps things clear and increases the chance of a response.
What do you actually say during a quote follow-up call?
Start with a short, clear opening:
"Good afternoon, you're speaking with [name] from [company]. I'm calling to follow up on the follow up on a quote for your event on [date]. Do you have a moment?"
Then ask open questions to get the conversation going:
"Have you had a chance to look through the quote?"
"What do you think of the proposal?"
Listen actively and ask follow-up questions where needed.
If objections come up — about the price, say — ask a follow-up question:
"Can you give me an idea of the budget you have in mind?"
"Is there anything you'd like to see done differently?"
That gives you the input to adjust your proposal if needed.
If someone needs more time, work with that:
"No problem — when would be a better time to go through this together?"
Agree on a concrete next step straight away.
Close the conversation on a positive, open note:
"Thanks for your time. If any questions come up in the meantime, please don't hesitate to get in touch. I'll follow up again as we agreed."
Do you work with different price points? It can be worth working with tiered pricing to work with.
How many times can you follow up without becoming pushy?
Maximum following up three times is a common guideline when following up on quotes. Getting in touch more often increases the risk of coming across as pushy.
Use a clear structure: first follow-up after 2–4 working days, the second after approximately 1–2 weeks and the third after 2–3 weeks. Increase the gaps between contact moments so your client has space to respond.
Pay attention to signals during your contact moments. Short or evasive replies, delayed responses, or a lack of feedback can all suggest the timing isn't right. If that's the case, give them some space.
Vary your approach. For example, combine calling to follow up on a quote with a short follow-up email, so you're not always reaching out through the same channel.
According to KVK it's important to take the initiative yourself after a conversation, and to keep a clear record of contact moments in a CRM system or a document like Excel.
For time-sensitive enquiries, such as events with a fixed date, you can follow up a little more frequently. Make it clear why you're getting in touch each time, so it feels logical and relevant.
What do you do if a client isn't responding to your quote?
After your third follow-up without a response, send a friendly closing email. For example: "I understand your event may not be going ahead or that you've chosen a different caterer. No problem at all."
Leave the door open for the future: "If you ever need catering again, please do think of us."
You can also stay visible in a low-key way — for example by following the company on LinkedIn or Instagram and commenting occasionally. That keeps contact without pushing for a sale.
Got a newsletter? You can add someone to it, provided you have their permission. That way you stay on their radar with relevant updates and examples of your work.
Accept that no response is itself a signal. Not every enquiry becomes a booking, so keep your focus on new leads too.
Finally, take a critical look at your quote. Does it genuinely answer the brief, is the pricing clearly structured, and is your proposal easy to understand? Use those insights to improve your next quotes.
How Catermonkey helps with quote follow-up
More and more caterers are automating their processes to follow up faster and more consistently, as also covered in this article about how AI can transform your catering business.
With Catermonkey you support your quote follow-up and make sure enquiries don't just sit there. The system helps you keep a clear overview of your quotes and tackle your sales follow-up in a structured way.
The key benefits for your follow-up process:
- Automatic reminders – You can see at a glance when it makes sense to follow up on a quote.
- Email templates – Work with standard follow-up email templates that you can easily personalise per client.
- Client history – Insight into previous contact moments, quotes, and choices.
- Task management – Divide follow-up tasks within your team and track progress.
- Online signing – Clients can confirm a quote directly online.
That way you spend less time tracking things manually and you work more consistently on your quote follow-up.
Ready to take your quote follow-up to the next level?
Do you have questions about improving your quote follow-up or are you curious about how Catermonkey can support your catering business? We're happy to think along with you. Whether you want to improve your workflows, have questions about the platform, or simply want to find out what's possible — we're here for you.
Create a demo account and discover how to get a better grip on your quotes and sales follow-up, or get in touch if you'd like to talk things through first.
Frequently asked questions
What do you do if a client says your quote is too expensive during the follow-up call?
Start by asking about their specific budget: 'What sort of budget do you have in mind?' Then you can suggest alternatives, such as an adjusted menu, smaller portions, or less service. Explain the value you're offering for the price and show that you understand their situation. Sometimes you can offer a payment plan or a discount on future bookings.
How do you handle clients who say 'we'll let you know' but never get back to you?
This is often a polite way of saying no. Respect their answer and ask for a specific date: 'When do you expect to make a decision?' Send one friendly reminder after that date, then close things off professionally. Add them to your newsletter to stay in touch for future opportunities.
Should you follow up differently for large corporate events compared to small private parties?
Yes, absolutely. For large corporate events (>€2000) you can follow up more often because there are usually several decision-makers involved and the process takes longer. Consider planning a face-to-face meeting. For private parties, stick more strictly to the three-follow-up rule, as individuals tend to get frustrated more quickly by too much contact.
How do you stop your follow-up emails ending up in the spam folder?
Use a recognisable sender name (your own name plus company name), write personal subject lines that don't sound salesy, and avoid words like 'OFFER' or 'FREE' in capitals. Always refer back to your previous contact and keep your emails short and relevant. A good subject line would be: 'Question about catering [event date]'.
What if a client asks you to revise the quote after your first follow-up?
This is a positive signal — they're interested! Find out exactly what they want to change and why. Send a revised quote within 24 hours with the changes clearly highlighted. Then call within 2–3 days to check whether the new version better suits their needs.
How do you keep track of which clients you've already followed up with if you don't have a CRM system?
Create a simple Excel sheet with columns for: client name, quote date, follow-up dates, communication method used, and status. Use your calendar to set reminders for follow-up moments. Keep all email correspondence in a separate folder per client. It's manual work, but far better than tracking nothing at all.
Is it acceptable to reach out via social media if someone isn't responding to your quote?
Don't use social media for direct quote follow-up — it can feel pushy. You can follow their company and occasionally like or comment on their posts to stay visible. That's subtle marketing that may lead to future opportunities. Never send private messages about your quote via social media.
