Following up quotes as a tradesperson: a matter-of-fact reminder that settles the job
This guide covers German law and practice. A UK edition is in preparation.
When you follow up a quote as a tradesperson, remind the customer in a matter-of-fact way, briefly and with reference to the specific quote. Ideally, before sending, you set when you will follow up, which channel you will use and when you will mark the open quote as closed.
Following up quotes as a tradesperson: what it is about
Following up a quote does not mean building pressure. It means settling an open matter: has the quote arrived, are there questions, should the job start, or is the matter closed?
For trade businesses this matters especially, because quotes often come straight out of a site visit. The customer remembers the conversation, but not necessarily every line item. A short, matter-of-fact enquiry helps keep things straight.
The important point: following up does not replace a good quote. If line items are unclear, prices are missing or mandatory details are wrong, even the best reminder falls flat. For building a clean quote, see the guide Writing quotes as a tradesperson: mandatory details, structure and checklist.
Following up quotes as a tradesperson: the right time
The best time is a fixed time. Not every quote needs an immediate enquiry, but every open quote needs a clear way of handling it.
After sending, the Handschlag app uses a fixed sequence: a reminder on the 3rd, 4th and 5th working day, with ready-made text for email or WhatsApp. At most three times, then it stops.
That is a good principle even without an app: do not write as often as you like, but a limited number of times, traceably and with a clear end.
| Situation | What to do | Goal |
|---|---|---|
| Quote has just been sent | Check it went out and note the matter | A clear starting point |
| Customer has not reacted | Ask briefly and in a matter-of-fact way | Settle receipt and interest |
| Customer has questions | Answer the question and adjust the quote cleanly if needed | Avoid misunderstandings |
| Customer decides against it | Close the matter | No open item left in your head |
| Customer says yes | Settle the start of the job and the next steps | From quote to job |
Following up quotes as a tradesperson: wording for email or WhatsApp
The text should be short. Name the quote, ask where things stand and offer to clear up open points.
Example:
On WhatsApp the text may be even shorter. It should still stay clean. No pushing, no long explanations, no new commitments made in passing.
A simple question is better:
If the customer does not react, a calm close helps:
Following up quotes as a tradesperson: what to check before the reminder
Before you follow up, check the quote itself. The customer should not have to puzzle out which service is meant and what it costs when they open it.
According to the source material, every quote carries, among other things, the full company name with legal form, address, tax number or VAT ID, quote number, date, validity period, a description of the service with quantity, unit and price per line item, and net, VAT and total shown separately. For trades requiring registration under Annex A of the German Crafts Code (Handwerksordnung), the responsible Chamber of Crafts is added. Small businesses under § 19 UStG (the German VAT exemption) show no VAT and carry the statutory note instead.
Checklist before following up:
- Was the quote really sent?
- Is the customer named correctly?
- Are the quote number and date included?
- Is the validity period stated?
- Are services described with quantity, unit and price per line item?
- Are net, VAT and total shown separately, where VAT is to be shown?
- For small businesses under § 19 UStG, is the statutory note included?
- For trades requiring registration under Annex A of the German Crafts Code, is the responsible Chamber of Crafts named?
- Is it clear which question you want to ask?
- Is it settled when you will close the matter?
Following up quotes as a tradesperson: typical mistakes
Too much text. The customer does not need a second quote meeting by message. A short enquiry is enough.
Unclear reference. Do not just write “How’s it looking?”. Name the quote or the service you discussed, so the customer knows straight away what it is about.
Too many reminders. Anyone who keeps following up looks disorganised. A fixed sequence with a limited number of reminders is better.
New commitments on the side. Price changes, extra services or changed quantities belong cleanly on the quote. Not in a quick message that nobody can properly place later.
Following up without checking. If mandatory details or line items are missing, the quote should be corrected first. The enquiry can follow after that.
Following up quotes as a tradesperson: a simple routine in the business
Set the routine up so it works on busy days too. After sending, it should be clear who follows up, which channel is used and when it stops.
A simple routine can look like this: write the quote, check the quote, send the quote, note the reminder, document the reaction, record the job or the refusal. It sounds plain, but in day-to-day work it is decisive.
The tone matters too. A trade business does not have to sell like a call centre. Matter-of-fact, reliable and specific is enough.
Faster with Handschlag
With the Handschlag app you speak the services, quantities and prices right on site; they become line items with quantity, unit and price. If a price is missing, the app uses your business’s earlier quotes, provided there is a match; after sending, it reminds you on the 3rd, 4th and 5th working day with text for email or WhatsApp.
Sources
- https://handschlag.dev/llms.txt
- https://handschlag.dev/en/guide/writing-quotes-tradespeople-2026