﻿FIRST SEARCH DIGITAL | ENQUIRY & QUOTE FOLLOW-UP PACK
Version 1.0 | 14 October 2026
https://firstsearchdigital.co.uk/free-tools/enquiry-follow-up-pack/

START HERE
These are starting points for personal replies to people who have contacted your business. Replace every [placeholder], check the facts and remove anything that does not fit. Agree the best contact method and whether the person wants a follow-up. Do not send every template as an automated sequence.

Keep replies relevant to the enquiry. A reply about a requested quote is different from adding promotions or repeatedly encouraging someone to buy. Depending on its content and context, a follow-up can be direct marketing. Check the ICO guidance before using these for marketing, bulk messages or an automated campaign. Respect a request to stop; never invent urgency or availability.
https://ico.org.uk/for-organisations/direct-marketing-and-privacy-and-electronic-communications/direct-marketing-guidance/identify-direct-marketing/

1. ACKNOWLEDGE AN ENQUIRY
Subject: Your enquiry about [service]
Hi [name],
Thanks for getting in touch about [brief description]. To help me give you a useful answer, could you send [only the details needed, such as location, measurements or preferred dates]?
I will [reply / confirm the next step] by [realistic day and time]. If I need more time, I will let you know.
Thanks,
[name / business]

2. REPLY AFTER A MISSED CALL OR MESSAGE
Hi [name], thanks for contacting [business]. Sorry I missed you. Was your enquiry about [known subject, or ask what they need]? You can reply here, or let me know a suitable time to speak. [Only offer a call if you can make one.]
[name]

3. SEND A CLEAR QUOTE
Subject: Your quote for [job / service]
Hi [name],
Here is the quote we discussed: [quote reference / attachment].
It covers [brief scope]. The total is [amount, stating VAT position and any other charges accurately]. [Explain any estimate, assumptions, exclusions, optional extras and how changes will be agreed.]
The proposed timing is [accurate timing], subject to [genuine dependencies]. The quote is valid until [date, only if applicable].
The next step is [how to accept, ask a question or arrange a visit]. Any deposit and cancellation terms are set out in [where the agreed terms can be read].
Would you like me to check back on [day], or would you prefer to get in touch when you are ready?
Thanks,
[name]

4. FOLLOW UP WHEN AGREED
Subject: Your [service] quote - any questions?
Hi [name],
As agreed, I am checking back about the quote for [job]. Is there anything about the scope, price or timing you would like me to clarify?
If your plans have changed or you do not want a further follow-up, just let me know and I will update my notes.
Thanks,
[name]

5. CLOSE THE LOOP, WITHOUT PRESSURE
Use only when a final check-in was agreed or is otherwise appropriate. Often the right next step is simply to close your internal record without sending another message.
Hi [name],
I am closing the open enquiry for [job] for now. There is no need to reply if you no longer need help. If you come back to it later, you are welcome to get in touch and I can confirm current pricing and availability.
Thanks for considering [business].
[name]

6. CONFIRM AN AGREED BOOKING
Subject: Confirmed: [service] on [date]
Hi [name],
This confirms [agreed service] on [date] at [time / arrival window], at [location or online link].
The agreed price and scope are [reference / short summary]. Before we arrive, please [essential preparation only].
If you need to discuss the appointment, contact [contact method]. Our agreed booking and cancellation terms are here: [link / attached document].
Thanks,
[name]

7. ASK FOR FEEDBACK AFTER COMPLETED WORK
Use a genuine feedback request without adding a promotion; check the context and marketing rules where relevant. A private feedback option should be available to everyone, not only unhappy customers.
Hi [name],
Thank you for choosing [business] for [work]. I would welcome your honest feedback on how it went. You can reply directly [or, if appropriate, leave a review here: genuine review link].
There is no obligation, and I appreciate your time.
[name]

USING THE TRACKER
Open enquiry-tracker.csv in Excel, Google Sheets or another spreadsheet. It contains headers and blank rows, with no formulas, macros or example customer records. Keep your working copy somewhere private; do not upload completed customer data to a public website.

Use a reference number rather than a full name in the tracker. Keep contact details in your existing secure customer records. Suggested statuses: New, Waiting for details, Quote sent, Follow-up agreed, Booked, Lost, Closed. Record the next action and a realistic date; leave it blank if no further contact is appropriate.

Customer-reported source can be incomplete. Record Unknown instead of guessing. Do not count duplicate messages as new enquiries. Record agreed booked value separately from cash actually received. Use one consistent basis for VAT throughout. This sheet is a working log, not an accounting system.

Once a week: deal with agreed next actions, update outcomes and remove unnecessary personal information. Keep records only for a justified period, limit access and honour objections or requests to stop contact. Retain only the minimum suppression information you need to avoid contacting someone again.

FOR YOUR MONTHLY REVIEW
Compare enquiries and bookings from the same enquiry group, allowing for the time it takes to win work. Bookings divided by eligible enquiries gives a booking rate. Cost per acquired customer is marketing cost divided by new customers acquired. Neither figure is profit: account for delivery costs, overheads, staff time, cancellations and how attribution was recorded before drawing conclusions.

Print customer-confidence-action-sheet.pdf and choose three improvements. Review progress after an appropriate period for your sales cycle. No particular increase in enquiries or sales is guaranteed.

USAGE
Free to use and adapt these templates for your own business. No account or subscription required. The downloaded files contain no tracking, macros or scripts. They do not send messages or store customer data with First Search Digital. Keep the original pack separate from your completed working files.

Created by First Search Digital, a trading name of FINN DIGITAL MEDIA LTD.
Questions: info@firstsearchdigital.co.uk
