What Are The Best Ways to Follow Up With Customers?

Following up on quotes is a critical step in turning leads into paying customers. A professional, timely follow-up can show potential clients you're reliable, attentive, and eager to help. Here’s a best practice guide to help you follow up effectively without being pushy:
 

1. Timing is Key

• Initial check-in (optional but effective): You may choose to follow up shortly after submitting your quote, especially if the job is urgent or you’d like to introduce yourself while the quote is still fresh in the customer’s mind. A brief message can help set the tone and open the door for further communication.
• First follow-up: Whether you have or haven't already sent a initial message, follow up 24–48 hours after submitting your quote.
• Second follow-up: If there’s no response, reach out again 3–5 days later. This keeps the conversation active without overwhelming the customer.
• Final check-in: Send one last polite message 7–10 days after your quote, particularly if the job listing is still active. This gives the customer a final opportunity to respond before you move on.
  
  Please Note: Be mindful of weekends and public holidays. Customers may let you know the best time to contact them - take note and follow their lead.

2. Use Polite and Professional Language

Always maintain a courteous and respectful tone in your follow-ups. Clear, professional language builds trust and shows you're reliable and easy to work with. Avoid sounding demanding or overly persistent, instead focus on being approachable, helpful, and available to assist with any questions. Keeping your communication concise and relevant also shows respect for the customer’s time.
 

3. Add Value in Your Follow-Up

Instead of just asking if they’ve seen your quote, give them a reason to engage. You could:

• Offer a small discount or limited-time incentive
• Highlight your availability for the job
• Mention similar work you’ve done, and share images or portfolio links if available
   

4. Choose the Right Communication Channel

If you've started communicating through the Oneflare inbox, it's best to continue there. If communication started through phone or email, you can also follow up through those channels. Each method has its benefits:

• Oneflare Inbox or SMS – Great for quick, casual reminders
• Phone call – More personal and direct, but only if the customer seems open to it
• Email – Best for detailed or formal communication

It’s perfectly okay to use all available contact methods as some customers respond better to a quick text, while others prefer a call or email. Testing different channels can help you find what works best for each customer and improve your chances of getting a response.
 

5. Know When to Move On

If you’ve followed up through all available channels multiple times without a response, it’s perfectly reasonable to step back. Not every lead will convert, and your time is better spent focusing on customers who are actively engaging.

If the customer remains completely unresponsive, you may be eligible for a credit return under our Genuine Customer Guarantee. 
 

6. Track Your Follow-Ups

Staying organized can improve your response rate. Keep a simple record of when you followed up and what was said. The ‘Notes’ feature in your Oneflare inbox is a handy tool to document communication and plan your next steps.
 

Consistent, thoughtful follow-ups can significantly increase your chances of landing jobs. Be professional, helpful, and respectful of the customer’s time. Often, it’s the follow-up, not just the quote that wins the job.