Sample Letter for Follow Up Request Quotation: Tips, Templates & Best Practices For Business

You sent a detailed quotation request 5 days ago. No reply. No update. This quiet radio silence kills project timelines, strains budgets, and wastes hours of prep work. This is exactly why a well-crafted Sample Letter for Follow Up Request Quotation is one of the most underrated tools for small business owners and procurement teams.

This guide will walk you through exactly when and how to follow up politely, avoid sounding pushy, and get the clear response you need. We’ve built 7 tailored templates for every common scenario you will face.

Why Proper Follow Up Matters For Quotation Requests

Most people hold back on follow ups because they fear annoying the vendor. The truth is, suppliers receive dozens of requests every single day. Your email easily gets buried, deleted by accident, or marked for later and forgotten.

Good follow up messages don’t just get replies — they set a professional tone for your entire working relationship.

Before sending any follow up, confirm these basics first:

• You sent the original request to the correct contact
• You did not miss an auto-reply or spam folder reply
• At least 3 full business days have passed since your first email

This is the standard timeline most businesses follow:

Sample Letter for Follow Up Request Quotation: No Reply After 3 Days

Subject: Follow Up: Quotation Request #124 Office Supplies

Hi Sarah,

I hope this message finds you well. I’m reaching out regarding the office supply quotation request I sent on Tuesday 12th March. I understand you are busy, so just a gentle nudge to check you received all the details correctly.

We are looking to finalise orders by end of week, so it would help greatly to have your pricing by then. Please let me know if you need any extra information from my side.

Thanks,
Mark Carter
Procurement Lead

Sample Letter for Follow Up Request Quotation: Following Up After Phone Call

Subject: As Discussed: Construction Material Quotation Follow Up

Hi James,

Great speaking with you this morning about our upcoming site works. As we agreed, I’m just following up formally to request the detailed quotation you mentioned you would send over.

I’ve re-attached the site specification document for your reference. Let me know if you need to adjust any timelines we discussed.

Best regards,
Lisa Brooks
Project Manager

Sample Letter for Follow Up Request Quotation: Urgent Deadline Scenario

Subject: URGENT: Follow Up On Catering Quotation Request

Hello Team,

I sent a quotation request for our company annual dinner last Friday. We have a hard deadline to confirm all vendors this Wednesday, so I need your pricing as soon as possible.

We would love to work with your team, but cannot hold this spot open past tomorrow afternoon. Please reply even with a ballpark figure if final pricing is not yet ready.

Regards,
Amy Torres
Events Coordinator

Sample Letter for Follow Up Request Quotation: Second Reminder No Reply

Subject: Second Follow Up: IT Hardware Quotation Request

Hi Daniel,

This is my second follow up regarding the laptop and server quotation request sent 7 days ago. I have not received a reply to my first message sent on Wednesday.

If you are unable to provide this quotation at this time, please just let me know. This will allow me to move forward with other suppliers without delay.

Thank you,
Tom Reeves
IT Operations

Sample Letter for Follow Up Request Quotation: After Partial Quote Received

Subject: Follow Up: Missing Items In Quotation Received

Hi Maria,

Thank you very much for sending over the quotation yesterday. I have reviewed the document and noticed the pricing for custom printing services was not included.

Could you please add this line item and send over the updated quotation at your earliest convenience? Let me know if you need clarification on the print specifications.

Kind regards,
Jenny Liu
Marketing Manager

Sample Letter for Follow Up Request Quotation: Following Up With New Contact

Subject: Introduction & Quotation Follow Up | Factory Maintenance

Hello Mr Henderson,

I was passed your details by your colleague Rachel, who advised you handle quotation requests for commercial maintenance contracts.

I originally sent this request last week to the general enquiries inbox. I have attached the full scope of works for review, and would appreciate your pricing within the next 5 working days.

Regards,
Gareth Moore
Facilities Manager

Sample Letter for Follow Up Request Quotation: Politely Checking Quote Status

Subject: Quick Check In: Landscaping Quotation Status

Hi Owen,

Just a quick friendly check in on the garden landscaping quotation I requested two weeks ago.

I know this is your busy season, so there is absolutely no rush. I just wanted to confirm you have everything you need from me, and get an idea of when I can expect to receive your pricing.

Thanks very much,
Chloe Reed
Property Owner

Frequently Asked Questions about Sample Letter for Follow Up Request Quotation

How many days should I wait before following up on a quotation request?

Wait a minimum of 3 full business days before sending your first follow up. Large companies may require up to 5 days, while small local vendors can be followed up after 2 working days.

Is it rude to follow up twice for a quotation?

It is not rude to follow up twice, as long as you remain polite and professional. Always give at least another 3 days between your first and second follow up message.

What subject line works best for quotation follow ups?

Use clear, specific subject lines that include your original request reference. Avoid generic phrases like 'check in' that will get overlooked in a busy inbox.

Should I reattach the original request in my follow up email?

Yes, always reattach the original request document and specification in your follow up. This saves the vendor time searching for your original message.

How do I follow up without sounding pushy?

Acknowledge the vendor is busy, avoid demanding language, and offer to provide extra information. Frame the message as a helpful check in rather than a demand.

What do I do if there is still no reply after two follow ups?

Send one final message giving a clear deadline for reply. If you receive no response after that, move on to alternative suppliers for your project.

Can I follow up for a quotation via text message?

Only use text message if you already have an existing working relationship with the contact. For new vendors, always use formal email for quotation follow ups.

Should I mention other quotes I have received?

You may politely mention you are reviewing multiple quotes only when you are near your final decision. Do not use this tactic in early follow up messages.

How long should a quotation follow up letter be?

A good follow up message should be 3-4 short paragraphs maximum. Keep it concise, only include relevant details, and avoid unnecessary small talk.

A good Sample Letter for Follow Up Request Quotation balances politeness with clarity, gets you the answers you need, and preserves good working relationships with vendors. No one will ever mind a respectful, well timed follow up, and most suppliers will appreciate the reminder that your project is moving forward.

Save the templates from this guide to your email drafts folder, adjust the details to match your situation, and stop waiting silently for replies. Next time you are waiting on a quotation, you will have exactly the right message ready to send in 60 seconds or less.