Follow-up message after quotation: 15 WhatsApp templates

The best follow-up message after a quotation is short, names the quote and asks one easy question. Send the first on the same day to confirm it arrived, then follow up on day 1 to 2, day 3 to 4, day 7 and day 14, and stop there. Below are 15 WhatsApp templates for those five moments, a timing table, and what to do once WhatsApp’s 24-hour window has closed.

A note on wording. “Quote” is the usual word in the UK and “quotation” in Nigeria. They mean the same document, and the templates use both. Replace everything in square brackets with your own details.

Why quotes go quiet

Silence after a quote usually has an ordinary cause, and each cause tells you what a follow-up should do.

• It never arrived. The email went to a junk folder, or the PDF is unopened in a busy chat. Confirm on the same day.
• Someone else decides. Your contact has to show it to a director or a finance lead. Ask who, and make it easy to forward.
• They are comparing suppliers. Send something that helps them compare, such as a delivery date or a reference.
• The total was a surprise. Some buyers would rather go silent than say “that is more than I expected”. Raise price yourself, calmly.
• The timing moved. The budget slipped a month, or another job took priority. Ask when to come back.

None of these is a refusal.

When to follow up after sending a quote

Count working days. Treat the schedule as a starting rhythm: shorten it for small orders decided in an afternoon, and stretch it for large ones that need a committee. If the customer gives you a date (“we decide on the 20th”), their date replaces yours.

That is five touches over two weeks. For a wider look at when to stop, read our guide to how many follow-ups to send before giving up.

One thing changes the plan. If your team sends WhatsApp through the Business Platform (the API), you can only reply in your own words within 24 hours of the customer’s last message. The section on the 24-hour window below covers what to do after that.

Same-day templates

The same-day message has two jobs: confirm the quote arrived, and agree a day for your next message. A follow-up the customer is expecting is easier to answer.

1. Straight after you email the quote (UK wording)

Hi [first name], it’s [your name] from [company]. I’ve just emailed quote [quote number] for [product or service] to [email address]. Could you let me know it has arrived?

1. Straight after you email the quotation (Nigeria wording)

Good afternoon [first name], this is [your name] from [company]. I have just sent quotation [quote number] for [product or service] to [email address]. Kindly confirm that you have received it.

2. When you send the quote as a PDF in the chat

Hi [first name], here is quote [quote number] as a PDF. The total is [amount] and it covers [scope in one line]. Is anything missing from what we discussed?

3. As soon as they confirm it arrived

Thanks for confirming, [first name]. Is it fine if I message you here on WhatsApp from [company] about this quote? I’ll check in on [day] to answer any questions.

Here is template 1 filled in, as an example: “Hi, it’s Sam from Delta Freight. I’ve just emailed quote Q-1042 for the weekly pallet run to your accounts address. Could you let me know it has arrived?”

No-reply templates (days 1 to 4)

Send one message per moment, then wait. Two messages in a row with no reply between them starts to feel like chasing.

Day 1 to 2: check for questions

4. First check-in, one or two working days after the quote

Hi [first name], have you had a chance to look at quote [quote number]? I’m happy to explain any line that is unclear.

5. When you think more than one person will decide

Hi [first name], who else needs to see quotation [quote number] before a decision is made? I can send a one-page summary that is easy to forward.

Day 3 to 4: add something useful

The third touch should give the customer something new: a confirmed delivery slot, a specification sheet, a photo of the same job done for another customer (with their permission) or an answer to a concern they raised earlier.

6. Day 3, with one new piece of information

Hi [first name], one thing that may help with quote [quote number]: [new information, for example “we can deliver in the week of 12 October”]. Does that answer your question about [their concern]?

7. Day 3 or 4, when the quote is easier to explain by voice

Hi [first name], some of quote [quote number] is easier to explain on a call. Would 10 minutes on [day] at [time] suit you?

8. Day 4, to make replying take five seconds

Hi [first name], a short check on quotation [quote number]. Reply 1 if you would like to go ahead, 2 if you need changes, or 3 if it is on hold for now.

In template 8 every answer is acceptable, including “on hold”. A customer who replies 3 has told you something useful.

If you want more messages like these for other points in the sale, 30 WhatsApp Sales Messages is a free download of templates your team can copy and adapt.

When price or timing is the worry (day 7)

By day 7, ask about price and timing directly. A calm question is easier for a customer to answer than raising the subject themselves.

Call first if you can. If the call is not answered, send one of these. Hold back on discounts until you know which problem you are solving: the total, the payment schedule or the scope.

9. Day 7, when you suspect the total is too high

Hi [first name], if the total on quote [quote number] is higher than you planned, tell me the figure you are working to. I’ll show you what fits inside it.

10. When they reply that it is too expensive

Thanks for telling me, [first name]. Which would help more: a lower total, or spreading the payments?

11. When you can offer a smaller option

Hi [first name], I’ve prepared a second option for [product or service] at [amount]. It leaves out [item] and keeps [item]. Shall I send it over?

12. When the timing is the problem

Hi [first name], if now is the wrong time for [product or service], that is completely fine. Which month would be better for me to check in?

If the quote has a real expiry date, say so plainly and give the reason (a supplier price, a booked installation slot). Do not invent one.

The final message (day 14)

The last message closes the quote politely and makes it easy for the customer to come back.

13. Day 14, handing the decision back

Hi [first name], should I keep quote [quote number] open, or close it for now? Either answer is fine.

14. Day 14, the polite last message (UK wording)

Hi [first name], I haven’t heard back on quote [quote number], so I’ll close it on my side for now. If things change, message me here and I’ll reopen it.

14. Day 14, the polite last message (Nigeria wording)

Good morning [first name]. I have not heard back on quotation [quote number], so I will close it on my side for now. Whenever you are ready, kindly message me here and I will reopen it.

Then do what you said. Mark the quote as closed with the reason “no response”, and set a reminder to look at it again in a few months.

Voice note, text or phone call

• Text is the default. Use it for anything with a number, a date or a quote reference. The customer can read it in a meeting, search for it later and forward it to whoever decides.
• Use a voice note once the customer is already replying and something needs explaining, such as why two options differ. Keep it under a minute and add a one-line text summary, because a voice note cannot be skimmed or searched.
• Pick up the phone when two messages have gone unanswered, when the conversation is about price, or when the quote is large enough that you would want a call if you were the buyer. Afterwards, send a short text recording what you agreed.

After 24 hours: what WhatsApp allows

The rules depend on how your team sends WhatsApp messages. These points were checked against Meta’s own pages on 2 October 2026.

• On the WhatsApp Business Platform (the API), which is what CRMs and shared inboxes connect to, WhatsApp’s Business Messaging Policy lets you reply in your own words within a 24-hour customer service window that opens and resets each time the customer messages you. Outside that window, you may only send approved message templates.
• In the ordinary WhatsApp Business app on a phone, Meta’s developer documentation says messages sent from the app are not subject to the customer service window. You can type a follow-up on day 7 as you would in any chat.
• On either product, the same policy says you may only contact people who have given you their number or username and have opted in to hear from you, and you must respect any request to stop.

On cost, Meta’s own pages disagree. On 2 October 2026 its main pricing page said “All non-template messages are free”, while its page on pricing for non-template messages said replies inside the window are charged per message from 1 October 2026. Budget for the charge until your WhatsApp provider confirms otherwise, ask for its rate card and check your first October invoice.

On the Platform, the effect on this sequence is simple. If the customer confirmed receipt on the same day and then went quiet, the window closes 24 hours later. Any of templates 4 to 14 that you send while they are still silent must go out as an approved message template.

So prepare them in advance. Submit your day 2, day 7 and day 14 wording before you need it. Meta’s template documentation says templates are reviewed automatically when you create them, that review can take up to 24 hours, and that a template can be paused after recurring negative feedback from customers. The parts in square brackets become what Meta calls variables, which your WhatsApp provider fills in for each customer.

15. After the window has closed, written to be submitted as an approved template

Hello [first name], this is [your name] from [company]. You asked us for a quotation for [product or service], reference [quote number]. Would you like me to keep it open? Reply here and I’ll pick it up from there.

The moment the customer replies, the window opens again for 24 hours and you can write in your own words.

On opt-in, Meta’s opt-in guidance asks you to state clearly that the person is agreeing to receive WhatsApp messages from your business, to name the business, and to comply with applicable law. A simple habit helps: ask when you send the quote (template 3 does this) and record the answer.

Our guide to the WhatsApp 24-hour rule for sales teams explains the rule in more detail.

Running the sequence without forgetting

Writing the messages takes minutes. Remembering that Delta Freight is on day 3 and Harbor Clinic is on day 7 is the part that slips.

1. Record every quote as it goes out: quote number, customer, amount, owner and date sent.
2. Write the next follow-up date beside it straight away.
3. Start each morning by sorting on that date. Send those messages first.
4. After each touch, note what happened and move the date forward.
5. On day 14, close the quote with a reason: won, lost on price, lost on timing or no response.

For up to a dozen open quotes, a spreadsheet with those columns does the job well. Our free sales pipeline template for Excel is a ready-made place to start.

It gets harder when quotes run into dozens, or when several reps share one number and nobody can see who has chased what (see our guide to one WhatsApp number with multiple agents). This is the work Socianet does for sales teams: a quote stage in the pipeline, a follow-up sequence that sends or reminds on the right day, and one shared inbox where the whole team sees the reply.

Frequently asked questions

How many follow-ups are appropriate after sending a quotation?

This guide uses five touches over 14 days: same day, day 1 to 2, day 3 to 4, day 7 and day 14. There is no universal number. Send fewer for small orders, allow more time for large ones, and stop as soon as the customer asks you to.

Is automated follow-up allowed on WhatsApp?

Yes, on the WhatsApp Business Platform, within Meta’s rules. The Business Messaging Policy (checked 2 October 2026) allows automation when you respond inside the 24-hour window, provided you also offer a prompt, clear and direct escalation path (in practice, a way to reach a person). Outside the window, an automated follow-up must be an approved message template, and the customer must have opted in.

Should I send a voice note or a text?

Send text for the follow-up itself, because it can be read quickly, searched and forwarded. Save voice notes of under a minute for explaining something to a customer who is already replying.

What if they never respond?

Send the polite last message on day 14, close the quote with the reason “no response”, and set a reminder for a few months ahead. Our WhatsApp sales scripts for every deal stage include two for reviving old leads.

How soon is too soon?

A same-day message confirming the quote arrived is welcome. Asking for a decision on that same day is too soon. Leave at least one full working day before the first check-in.

Sources

• WhatsApp Business Messaging Policy (Meta), checked 2 October 2026
• Getting opt-in for WhatsApp (Meta for Developers), checked 2 October 2026
• Onboard WhatsApp Business app users (Meta for Developers), checked 2 October 2026
• Templates overview (Meta for Developers), checked 2 October 2026
• Pricing on the WhatsApp Business Platform (Meta for Developers), checked 2 October 2026
• Pricing for non-template messages (Meta for Developers), checked 2 October 2026