How to Follow Up After Sending a Quotation in Singapore

To follow up after sending a quotation in Singapore, contact your prospect within 3-5 business days to confirm receipt, answer questions, and gently prompt a decision. Use a clear, polite message or call, and schedule further follow-ups if needed. This article covers why timely follow-up matters, a step-by-step guide, a worked example, common mistakes to avoid, and how HelloGrowthCRM can help manage follow-ups efficiently.

Why this comes up / what goes wrong

Many small business owners in Singapore send quotations but then wait too long or forget to follow up. This leads to lost sales because prospects may have questions or need reminders. Running sales through WhatsApp, email, and spreadsheets can cause missed follow-ups or confusion about the quotation status. Without a clear process, opportunities slip away, especially when prospects compare multiple suppliers or delay decisions.

Step-by-step

1. Send the quotation clearly and professionally. Ensure your quotation includes all details: pricing, scope, validity period, and contact info. Confirm it was delivered (e.g., via email read receipt or WhatsApp message).

1. Wait 3 to 5 business days. This gives the prospect time to review without seeming pushy.

1. Make the first follow-up contact. Use WhatsApp, email, or phone call. The message should:

• Confirm they received the quotation.
• Ask if they have any questions.
• Offer assistance or clarification.

1. Record the follow-up attempt. Note the date, method, and outcome (answered, left message, no response).

1. Schedule a second follow-up if no reply. Wait another 3 to 5 business days before contacting again. Be polite and brief.

1. Use a maximum of 3 to 5 follow-ups. After repeated no responses, pause and revisit later.

1. If the prospect accepts, confirm the next steps. Send an invoice or contract as needed.

1. If declined, politely thank them and ask for feedback. This helps improve future quotations.

1. Keep all communication and quotation status updated in your system. This avoids confusion and helps your team stay informed.

For managing these steps, consider using sales task boards to track follow-ups and calls.

Example (fictional figures)

A tuition centre in Tampines sends a quotation on 01/06/2024 for group classes priced at S$3,000.

1. Quotation sent on 01/06/2024.
2. Wait 3 business days: 04/06/2024.
3. First follow-up call on 04/06/2024:

• "Hello, this is Amy from Tampines Tuition Centre. I just wanted to check if you received our quotation for the group classes and if you have any questions."

1. Prospect did not answer; left a voicemail.
2. Record follow-up attempt on 04/06/2024.
3. Wait another 4 business days: 08/06/2024.
4. Second follow-up via WhatsApp message on 08/06/2024:

• "Hi, just following up on the tuition quotation we sent. Let me know if you need more info or want to proceed."

1. Prospect replies on 09/06/2024 accepting the quotation.
2. Confirm next steps and send invoice.

The timeline: 01/06/2024 - Quotation sent 04/06/2024 - First follow-up call 08/06/2024 - Second follow-up message 09/06/2024 - Prospect accepts

Common mistakes

• Waiting too long to follow up. Prevent by scheduling follow-ups immediately after sending the quotation.
• Following up too often or aggressively. Prevent by limiting to 3-5 polite contacts.
• Not recording follow-ups. Prevent by logging all attempts and responses in a system or spreadsheet.
• Using unclear or generic messages. Prevent by personalising follow-ups and referencing the specific quotation.
• Ignoring prospect replies or questions. Prevent by responding promptly and updating quotation status.

For better follow-up management, use email automation and sequences to automate multi-step follow-ups.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps you manage quotation follow-ups with built-in tools:

• Activities and task boards: Each follow-up becomes a task with a due date; the day's calls appear as a list, so you never forget to follow up. Learn more.

• Sequences and campaigns: Set up a five-step follow-up sequence over two weeks that runs automatically and stops when the prospect replies. Learn more.

• Quotes, proposals, invoices and payments received: Send quotations from the deal screen and track their status (sent, viewed, accepted) alongside your follow-up tasks. Learn more.

Frequently asked questions

How soon should I follow up after sending a quotation? Wait about 3 to 5 business days before the first follow-up to give the prospect time to review. Following up too soon can seem pushy, too late can lose the lead.

What if the prospect doesn’t respond after multiple follow-ups? Limit follow-ups to 3-5 attempts. If there is no response, pause your outreach and revisit the lead later. Continuing too often may annoy the prospect.

What is the best way to follow up—call, WhatsApp, or email? Use the method the prospect prefers or the one you used to send the quotation. WhatsApp and calls are often faster for responses, but email is good for formal records.

Should I offer discounts during follow-up? Only offer discounts if it fits your pricing strategy and after understanding the prospect’s concerns. Avoid discounting too early, as it may undervalue your service.

How do I keep track of multiple quotations and follow-ups? Use a CRM or task board system to log all quotations, follow-ups, and responses in one place. This prevents missed opportunities and confusion. HelloGrowthCRM supports these functions.

Key takeaways

• Follow up within 3-5 business days after sending a quotation.
• Use polite, clear messages confirming receipt and offering help.
• Limit follow-ups to 3-5 attempts and record each one.
• Personalise follow-ups and respond promptly to prospect replies.
• Use tools like sales task boards and email automation and sequences to manage follow-ups efficiently.

Start managing your quotations and follow-ups better with HelloGrowthCRM. Start on the Free Forever plan (200 leads, no credit card).