Quotation follow-up messages for WhatsApp: 15 examples

Follow up a quotation on WhatsApp the day after you send it, to check it arrived; again around day five, with an answer to the question the buyer is likely to have; and once more a couple of days before it expires. Every follow-up should name the quote number, so the buyer never scrolls back.

A quotation that goes unanswered usually isn't a no: the buyer is comparing it with others, waiting for a budget, or busy. Your follow-ups should make the comparison easy and the decision quick, without discounting before you're asked. Below: a timetable from day 0 to day 14, how to send the quote so it gets read, what a GST quotation should show, 15 examples, and how a team follows up on many open quotes without losing track of who owns each one. Replace the words in square brackets.

When should you follow up on a quotation?

Shorten it for small repeat orders, where buyers decide in a day or two, and stretch it for a capital purchase that has to go through a committee. Send in business hours, about 10:00 to 18:00 IST on working days, and keep every message in the same chat as the quote, so the history stays in one place.

Two things depend on where the buyer came from and what your number is. Quotes for IndiaMART buyer enquiries follow the same timetable, but IndiaMART shares a BuyLead with the suppliers of that product, so a fast, clear quote counts for more. And on a WhatsApp Cloud API platform, a follow-up sent more than 24 hours after the buyer last wrote has to be a message Meta approved in advance; on a WhatsApp Business app number, every follow-up can be in your own words.

How do you send a quotation on WhatsApp so it gets read?

Send the PDF, but put the essentials in the message itself. On a phone, the text is read first and the file is opened later, if at all. A three-line summary does the job:

Hi [name], please find quotation [number] attached.
[Item]: [quantity] at ₹[rate] each, ₹[total] plus GST at [GST rate]%.
Delivery in [days] days from [city]. Valid till [date].
Any questions, message me here.

The PDF should answer the questions a buyer would otherwise ask, and a GST-registered buyer looks for the tax details first. A quotation isn't a tax invoice, but it helps when it shows what the invoice will:

• Quote number and date, your GSTIN, and the buyer's name, with their GSTIN if they have one.
• For each line: the description, HSN or SAC code, quantity, unit rate and taxable value.
• The GST rate and amount, and which tax it is. CBIC's GST FAQ explains that when the place of supply is in the supplier's own state, CGST and SGST apply; otherwise it's IGST.
• Freight, packing, insurance and installation: included or extra, and how much.
• Delivery period, payment terms such as advance or credit days, minimum order quantity, and the validity date.

Then attach what helps the buyer decide, not everything you have: a product photo, a spec sheet, a short video of the machine running, a location pin for a factory visit, or the contact card of the person who handles dispatch. In WavesFlo's shared inbox each attachment can be up to 16 MB, far more than a quotation PDF needs.

Quotation follow-up messages from day 1 to day 14

Each follow-up adds something new. None of them asks "any update?", which gives the buyer nothing to answer. Save the ones you send every week as quick replies; the WhatsApp Business app keeps up to 50, recalled by typing a slash.

Hi [name], did quotation [number] reach you?
If someone else handles purchase, I'm happy to send it to them directly.

Hi [name], on quotation [number]: we can deliver in [days] days,
and the price includes [freight, installation or warranty].
Is there anything else your team needs to compare?

Hi [name], if it helps your decision on quotation [number],
we can send a sample of [item] or show you our [factory or warehouse].
Which would be more useful?

Hi [name], has the quantity for [item] changed since quotation [number]?
At [higher quantity], the rate comes down to ₹[rate].
I can send a revised quote today.

Hi [name], our current [raw material] stock covers quotation [number]
until [date]. The next lot is likely to cost more.
Shall I reserve it for you?

Hi [name], I haven't heard back on quotation [number],
so I'll assume it's on hold for now.
If the requirement comes back, message me and I'll update the rates.
Thank you for considering [company].

What to send when the buyer says the price is high

Don't cut the price in your first reply. Find out what the buyer is comparing against: an ex-works price against a delivered one, a quote with GST against one without, or a lighter specification. If you then move, trade something for it, such as quantity, payment terms or delivery time.

Thanks, [name]. So I can compare like with like:
is the other quote ex-works or delivered, and is GST included?
The [specification] can also differ between suppliers.

Understood, [name]. If you can take [quantity] in one lot,
or pay [percentage]% in advance, I can do ₹[rate].
Would either of those work?

Hi [name], we can't go below ₹[rate] on [item],
but we can include [free delivery, installation or a longer warranty].
Shall I revise the quote on that basis?

Messages for a quote that's about to expire, or already has

A validity date protects you from swings in raw material prices and gives the buyer an honest deadline. When one passes, don't resend the old rate without checking it still works for you.

Hi [name], a reminder that quotation [number] is valid till [date].
After that, the rate may change with [raw material] prices.
Shall I book your order at the current rate?

Hi [name], quotation [number] expired on [date].
I can hold the same rate until [new date] if you're close to a decision.
Let me know and I'll confirm it in writing.

Hi [name], [raw material] prices have moved since quotation [number].
The revised rate for [item] is ₹[rate], valid till [date].
Updated PDF attached. Happy to talk it through.

Messages for when the buyer says yes, or no

A yes needs paperwork before production starts. A no is worth one question, because the reason improves your next quote.

Thank you, [name]. To confirm: [quantity] [item] at ₹[rate],
as per quotation [number].
Please send the purchase order, and I'll share the proforma invoice.
Dispatch is [days] days from receipt of the advance.

Thanks for letting me know, [name].
May I ask what decided it: price, delivery or something else?
It helps us quote better next time.

How do you follow up on 50 open quotes at once?

A distributor at month end, or a manufacturer after a trade fair, can have dozens of quotes open, and following each up by hand is how the older ones get forgotten. In WavesFlo, a campaign can send each buyer their own follow-up: import the open quotes as a CSV, one row per buyer with the quote number, item, amount and validity date, and each row becomes one personalised message. An approval step lets a sales manager check the list and the wording before anything goes, the opt-out register is checked at send time, and quiet hours keep messages out of the night. Replies land in the shared inbox like any other chat, where the rep who owns each quote can answer.

Two cautions. Use a CSV import, not a Google Sheet shared by link, for anything with buyers' numbers and prices; the Google Sheets campaign guide explains why those sheets should hold offers, not personal data. And send each wave only to quotes at the same stage, so a buyer who ordered yesterday doesn't get a reminder today.

Who owns the quote?

The person who sent it. A follow-up from someone who doesn't know what was offered undoes the work, and two reps chasing one buyer looks disorganised. In WavesFlo's shared inbox:

• Someone assigns the buyer's chat to the rep who quoted, so it shows in their assigned filter, and a team leader can hand it on if they're away.
• An internal note records the quote: number, amount, validity and anything promised. The buyer never sees it.
• A label such as "Quote sent" or "Revised quote", set by the rep, lets anyone filter the open quotes.
• The live typing indicator shows when a colleague is already replying to that buyer.
• PDFs, photos and spec sheets go out from the same chat, on the number the buyer knows.

What it leaves to you: WavesFlo doesn't remind anyone that a quote is due a follow-up, doesn't track a quote's status and has no deal stages. Keep those in your CRM or order book. HubSpot and Zoho CRM connect to WavesFlo directly: once a workspace admin turns syncing on, each one-to-one chat can be logged as notes on the matching contact. For other CRMs or a sheet, signed webhooks through n8n or Power Automate can log each chat. For the steps either side, see the introduction message, the wider set of follow-up messages for leads, the payment reminder once the order ships, and WhatsApp for B2B sales teams.