Email to send a quote
A good quote deserves a good email. Here's what to write when sending it and how to follow up without being pushy.
Often the quote itself is well made, but the email that goes with it is just "please find the quote attached". That's a missed opportunity: the message can remind the client why they chose you and make it easier to say yes.
Here's what to include, templates for different situations and how to follow up if you don't hear back.
What to include in the quote email
- A clear subject line: "Quote for [project] · [your company]".
- One sentence that connects with what the client needs, so they see you listened.
- The total amount and what it includes, in one line, even if it's in the attachment.
- How long the quote is valid and the next steps.
- An invitation to ask questions, for example a short call.
Templates to send a quote
1. Standard
Subject: Quote for [project] Hi [name], Thanks for telling us about your project. Please find attached the quote for [project], for a total of [amount]. It's valid for [period]. Shall we go through it together on a 15-minute call?
2. With options
Subject: Two options for [project] Hi [name], I'm sending two proposals: a basic one for [amount] and a complete one for [amount], which includes [extra]. That way you can pick the one that best fits your budget.
3. After a meeting
Subject: Following up on yesterday: quote Hi [name], As agreed in our meeting, please find attached the quote with [what we agreed]. I've also included [detail] you mentioned. Let me know if you have any questions.
4. Updated quote
Subject: Updated quote for [project] Hi [name], Here's the updated quote with the changes you asked for: [changes]. The new total is [amount].
How to follow up if they don't reply
After 3 or 4 days
A short message: "Hi [name], have you had a chance to review the quote? Happy to answer any questions".
After a week
Bring something new: a similar case, an available start date or a specific question about their project.
Before it expires
Remind them of the validity date and ask whether it's still a priority. If now isn't a good time, leave the door open for later.
Send it in seconds with a shortcut
If you send quotes often, save your email in NexoPad with a shortcut like /quote and variables for the name, project, amount and validity, which you pick from a list.
When you type the shortcut in your quoting tool or email, NexoPad asks for those details and writes the full message, with the key points in bold. For follow-ups, you'll find ideas in our sales follow-up templates.
Frequently asked questions
Should I put the price in the email body?
Yes, at least the total. That way the client sees it without opening the attachment, and it's easier to decide.
How long should a quote be valid?
It depends on your industry; 15 to 60 days is common. Always state it to avoid misunderstandings.
How many times should I follow up?
Two or three times, a few days apart, plus one last time before it expires. Pushing harder usually backfires.
What if the client asks for a discount?
Before lowering the price, suggest reducing the scope or changing timelines. That protects the value of your work.
Published on October 11, 20266 min read
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