Most owners I talk to don't skip follow-up because they're lazy. They skip it because it feels awkward. Nobody wants to be the person sending "just checking in" for the fourth time.
Here's the reframe. Follow-up isn't chasing. It's service. Your prospect asked for a price because they have a problem. Helping them decide is part of the work.
When you send it, say when you'll check in
"Here's the proposal we talked about. I'll give you a quick call on Thursday to see if anything needs clarifying."
Now your follow-up is a promise kept, not an interruption.
Two days later, check it arrived
"Hi Dean, just making sure the proposal landed and didn't end up in your junk folder. Happy to walk you through it if that's easier."
Short and practical. Proposals really do go missing.
Around day five, add something useful
"Something I should have mentioned: if you go ahead before the end of the month, we can have the team inducted on your site before your busy period."
Give them something new. Never send the same ask twice.
Around day ten, ask one easy question
"Is this still on your list, or has something changed on your side?"
One question they can answer in five seconds. Busy people reply to easy things.
Around day 21, close the loop kindly
"I haven't heard back, so I'll assume the timing isn't right. No problem at all. I'll leave it with you, and if things change, you know where I am."
This one often gets the most replies. People don't like leaving a loop open.
A few ground rules
- Every message is about them, not you.
- Never send "just following up" with nothing new.
- Use the channel they use. If they rang you, ring them.
- Put the dates in your calendar the day you send the quote. Better still, have a system do it for you.
The words matter less than the rhythm. Three kind, useful touches beat one awkward chase every time.
Sally Jones
Founder of Fernforge Growth Advisory. 15 years delivering systems for organisations large and small, with a background in organisational psychology. Based in Levin, working across New Zealand and Australia.