Templates26 June 20266 min read
5 Quote Follow-Up Email Templates You Can Steal Today
Five ready-to-use follow-up email templates — first nudge through deposit reminder — with placeholders you can adapt in minutes and automate on every Xero quote.
Five ready-to-use follow-up email templates — first nudge through deposit reminder — with placeholders you can adapt in minutes and automate on every Xero quote.
The hardest part of following up is often just knowing what to say without sounding pushy or desperate. Below are five templates covering the whole journey from first nudge to deposit reminder. Steal them, adapt the placeholders in square brackets to your voice, and you will never stare at a blank follow-up email again.
Each template is written to be warm, short and easy to reply to. Keep subject lines plain and human — the goal is to look like a normal email from a real person, not a marketing blast. Swap the placeholders such as [customer name], [quote total] and [your business] for the real details, and adjust the tone to match how you normally speak to clients.
Better still, load these into an automated sequence so they send themselves. With Quote Nudge you set the cadence once and every SENT Xero quote gets chased on schedule from your own domain — and because it is idempotent, no customer is ever sent the same reminder twice. Here is how to automate the whole sequence.
Subject: Quick question about your quote
Hi [customer name],
Just wanted to check that the quote for [job or project] landed with you okay — sometimes these slip into spam. It came to [quote total], and I'm happy to talk through any part of it or tweak the scope if that would help.
Is there anything you'd like me to clarify?
Best,
[your name], [your business]
This one assumes the best. It gives the customer an easy, low-pressure reason to reply and quietly confirms the quote arrived.
Subject: Still happy to help with [job or project]
Hi [customer name],
I know things get busy, so no rush at all — I just wanted to keep the door open on your quote for [job or project]. I currently have availability in [timeframe], and I'd be glad to hold a slot for you.
If it would help to jump on a quick call, just let me know a time that suits.
Best,
[your name], [your business]
Here you add a little value — availability, a timeframe, an offer to talk — without applying real pressure.
Subject: Shall I close this off?
Hi [customer name],
I don't want to keep landing in your inbox, so this'll be my last note on the quote for [job or project] ([quote total]). Totally fine if the timing isn't right — just let me know either way and I'll update my records.
If you'd still like to go ahead, you can accept in a couple of taps here: [acceptance link].
Thanks,
[your name], [your business]
The "last note" framing is surprisingly powerful — it prompts a decision precisely because it removes the pressure of more emails to come.
Subject: Is [job or project] still on your radar?
Hi [customer name],
It's been a little while since I sent your quote for [job or project], so I thought I'd check whether it's still something you're considering. Plans change, and that's absolutely fine — a quick yes or no helps me plan my diary.
If you're still keen, everything in the original quote at [quote total] still stands.
Best,
[your name], [your business]
Use this for older quotes that went cold. It reopens the conversation without guilt-tripping and reconfirms your price is still good.
Subject: Let's get [job or project] booked in
Hi [customer name],
Brilliant — thanks for accepting the quote for [job or project]. To lock in your slot, all that's left is the [deposit amount] deposit, which you can pay securely here: [deposit link].
As soon as that's in, I'll confirm your dates and get everything moving.
Thanks,
[your name], [your business]
With Quote Nudge you can skip the separate reminder entirely and take the deposit at the moment of acceptance, straight into your own Stripe account — but this template is handy for any deposit that still needs chasing.
A few principles lift these from decent to genuinely effective:
The best follow-up email is not clever — it is sent. Templates remove the excuse of not knowing what to write; automation removes the excuse of not having time to write it.
Copy these into a document and you have a solid manual system. Load them into Quote Nudge and you have a system that runs itself: connect Xero, set the cadence, verify your domain, and every SENT quote flows through these five beats without you touching the keyboard. The docs walk through the setup, and if you are wondering why Xero does not do this already, start here.
Start a free 14-day trial — no card required, then £16.79/mo, cancel anytime. Turn these templates into an automatic sequence and win back the quotes you are already losing to silence.
Auto follow-ups, branded e-sign acceptance and deposits on your Xero quotes. £16.79/mo after the trial — no card required.
Start free trialThe words that make chasing a quote feel natural, not needy. Four short phone scripts and three email lines for the first chase through to the soft-deadline nudge.
Xero will chase an unpaid invoice for you, but it never lifts a finger on an unaccepted quote. That silence is costing you jobs you have already half-won.