Sales Follow-Up Call Script After Sending a Quote

A good quote follow-up call does three things in under two minutes: reminds the customer who you are and what you quoted, finds out where they are in their decision, and agrees a specific next step. The script below gives you the words for the opening and for the four most common responses: ready to go, still deciding, price concerns, and "we went with someone else."

Adapt the language to your voice. Customers can hear a script being read, so practice it until it sounds like you.

Before you call

• Re-read the quote and any notes from the first conversation.
• Know the one or two things that make your quote different (warranty, timeline, materials, who does the work).
• Check whether the customer gave a decision date or a preferred time to call.
• Have your calendar open so you can book on the spot.

Call between 8 a.m. and 9 p.m. in the customer's local time; that is the federal window for telephone solicitations to residential numbers, and calling a customer who asked for a quote at a reasonable hour is simply good manners.

The opening

"Hi, is this Jordan? This is Sam from Bright Window Cleaning. I sent over the quote for the windows and gutters at your place on Maple on Tuesday. Did you get a chance to look it over?"

Why this works:

• Name, business and specific job in the first breath, so they place you instantly
• A yes/no question that is easy to answer
• No "just checking in," which signals you have nothing to say

Then stop and listen.

Branch 1: "Yes, looks good, let's do it"

"Great. I have Thursday the 9th or Monday the 13th open. Which works better?"

Book it, confirm the address and any access details, and tell them what happens next: "You'll get a confirmation text today and a reminder the day before." See appointment reminder scripts.

Branch 2: "I haven't decided yet" or "Still looking at options"

This is the most common answer. Do not push; find out what is in the way.

"That makes sense. Is there anything in the quote I can clarify, or anything you're weighing it against?"

Listen for one of these, then respond:

What they say	What to say
"Waiting on other quotes"	"Totally fair. When you compare, check whether the others include gutter cleaning and the screen wash; ours does. When do you expect to have them?"
"Need to talk to my spouse/partner"	"Of course. Would it help if I sent a short summary you can share? And is it OK if I check back Friday?"
"Not sure about timing"	"No rush on our side. Our schedule fills about two weeks out in spring, so if you want it done before the 20th, let me know by next week."
"Not sure we need everything"	"We can split it. Want me to send a version with just the windows?"

Only say things that are true for your business. If your schedule is not filling up, do not claim it is.

Close the branch with a specific next step:

"I'll check back with you Friday afternoon. Does that work?"

Branch 3: "It's more than we expected"

"I appreciate you telling me. Can I ask what you were expecting, or what the other quotes came in at?"

Then choose one of three honest responses:

1. Explain the difference: what is included, the warranty, who does the work.
2. Adjust scope: offer a smaller version at a lower price.
3. Hold your price: "I understand. We price for X, and I'd rather be upfront than cut corners. If anything changes, I'm happy to help."

More on this in how to handle price objections on the phone.

Branch 4: "We went with someone else"

"Thanks for letting me know, I appreciate it. Can I ask what made the difference? It helps us improve."

Listen, thank them, and leave the door open:

"If anything doesn't work out, or for future jobs, you have my number."

Record the reason. Over time, lost-deal reasons show you whether you are losing on price, speed, trust or scope.

If you reach voicemail

Keep it under 30 seconds:

"Hi Jordan, it's Sam from Bright Window Cleaning, following up on the quote for your windows and gutters. I have a couple of openings next week if you'd like to get it scheduled, and I'm happy to answer any questions. My number is 555-210-4477. Again, 555-210-4477. Thanks."

More voicemail patterns are in sales voicemail scripts.

Text follow-up

If the customer has agreed to texts and your business number is registered for texting:

"Hi Jordan, Sam from Bright Window Cleaning. Any questions on the window and gutter quote? Happy to adjust or get you on the schedule. Reply STOP to opt out."

The CTIA Messaging Principles and Best Practices expect senders to have consent and to honor opt-outs; include opt-out language in your first text to a new contact.

How many follow-ups

A reasonable cadence for a quote:

Touch	Timing	Channel
1	1 to 2 business days after sending	Call (voicemail if no answer)
2	Same day, if no answer	Text, if permitted
3	3 to 4 days later	Call
4	About a week after sending	Email or text with something useful
5	About two weeks after sending	Close-out message

Research on web leads from InsideSales.com and MIT found that companies recommending more attempts before giving up reported higher close rates, and that companies not tracking their attempts did worse. Track yours. More in how many times to follow up with a lead.

The close-out message

"Hi Jordan, I'll close out the window quote for now so I'm not bothering you. If you'd like to go ahead later, just call or text this number. Thanks, Sam."

Mistakes to avoid

• "Just checking in." Give a reason for the call every time.
• Re-pitching the whole quote. They have read it. Ask what would help them decide.
• Discounting before they ask. It teaches customers to wait for a lower price.
• Following up from your personal cell. The customer then has two numbers for you, and the history leaves the business.
• Arguing with a lost deal. Thank them and ask why.

Running quote follow-ups in Callata

Callata keeps each customer's calls, texts and voicemails in one history, so whoever makes the follow-up call can see what was quoted and said. Add a follow-up to the contact with a date, time and note, call from your business number in the browser, and use saved templates in the shared texting inbox for the text touches. If you record calls, AI summaries capture objections and action items for the next conversation. Callata blocks texts to anyone who replies STOP.

Up to five users are covered for $99 a month. Create a Callata account.