How to Professionally Follow Up on an Estimate

If you are running a business, your aim will be to obtain new clients. In some cases, acquiring new clients will be initiated by the process of sending estimates to them. What to do next? This is the common question asked by many business owners who forward estimates to the clients and are waiting for their reply. 

In this situation, some follow-ups must take place. A professional follow-up on the estimate can enhance the opportunity to get the deal done. How can this follow-up be done? What are the strategies for effective follow-up of estimates? What is the importance of following up on estimates? To know the answer to all these questions, read this blog till the end. 

What are Estimates? 

Estimates are business documents that show the expected cost for purchasing products or providing services. The price given here is only based on a guess, and it may vary according to the nature of the project. The crucial elements to be included in an estimate are as follows. 

• A unique estimate number that varies for every estimate.  
• Date on which the estimate is generated and issued.  
• Details of the business which forward estimates. The business details include the business name, address, contact number, email address, etc.  
• Details of the client to whom the estimates are forwarded. The client details include the client's name, their address, contact details, etc.  
• Description for the items that are requested by the clients.  
• The quantity and the estimated amount for the items requested by the clients.  
• Total value of the estimate, including the tax amount.  
•  Specified terms and conditions of the business.  
• Any personalized notes from the business side.  

Including all this information in the estimate makes it look professional. Such estimates can be generated using a free online estimate generator tool.  

When the estimates are forwarded to the clients, the process does not get completed there. A crucial step must be done next, and that is following up on the estimate.  

At which time can the estimate follow-up be done? 

The follow-up process should not be carried out within the next hour after the estimate is forwarded. The correct time for the first follow-up is after 2 to 3 days. If you don’t hear back from the client, then make the second follow-up after one week. Mostly, the result will be known at this stage. Even if you didn’t get any replies from the client, make the third follow-up after two weeks. 

The follow-up schedule differs for each project based on its urgency. The most common way to send a follow-up message is through email. This method enhances professionalism and increases the chances of the estimate getting selected. The follow-up email must have the following elements in it. 

1. Subject Line: The subject line mentioned in the mail must be clear and concise, and should tell the purpose of the mail. For example: “Following up on the estimate for project XYZ” 

2. Body of the Mail: This part should contain a brief explanation about why this mail is sent. This explanation should not be too long. The message conveyed here must be short and sweet. The advantages of selecting your business must be mentioned here. 

3. Closing Section: In this section, encouragement to clear all the doubts of the clients must be given. This creates a positive impression for the clients of the business. 

Crafting a follow-up email in this pattern increases the chances of getting the estimate selected.  

Key Advantages of Following Up on Estimates 

• The follow-up process enhances the professionalism of the business. 
• It creates an urgency in the clients and makes the client finalize the deal faster. 
• It creates a strong relationship between the business and the client. 

Following up on the estimate is crucial to obtaining the business deal and to impressing the client. So, make regular follow-ups and grab your deal.