Free Resource
10 Follow-Up Message Scripts
AI-Ready Templates for Every Stage
Free swipe file from aibusinessaccelerator.au
All templates use [BRACKET PLACEHOLDERS]. Replace with your details and paste into ChatGPT or Claude to generate your personalised version, or use the completed examples directly.
Each entry includes: The Template → A Completed Example you can adapt immediately.
Script 1: Day 2–3 Check-In After Quote
The Template:
I sent a quote to a potential client for my [business type] in [city].
It's been [2–3] days and I haven't heard back.
Write a friendly follow-up email. Tone: helpful check-in, not pushy.
Add value by mentioning [one relevant tip related to the service or season].
Under 100 words. Email format with subject line.Completed Example:
Subject: Following up — [Service] quote for [address/project name]
Hi [Name],
Just following up on the quote I sent through on [day] for [brief description of job].
One thing worth mentioning: [add a relevant seasonal tip or insight from your industry — e.g., “with summer coming up, lead times for installation are booking out further than usual”]. Happy to factor that into the timeline if you’d like to proceed.
No rush — let me know if you have any questions or if anything’s changed.
[Your name]
Script 2: Day 7 Gentle Nudge (Quote)
The Template:
Write a second follow-up email for a quote that hasn't received a response.
It's been about 10 days since first contact.
Acknowledge they're probably busy. Ask a simple yes/no question to make
it easy to reply. Business: [type]. Under 80 words.Completed Example:
Subject: Re: Quote for [project]
Hi [Name],
I know things get busy — just wanted to pop back in on the quote I sent for [brief description].
Is this still something you’re looking into? A quick yes or no is completely fine — it helps me manage my schedule.
Happy to adjust anything in the quote if the scope has changed.
[Your name]
Script 3: Day 14 Door-Open Close (Quote)
The Template:
Write a final follow-up message for an unanswered quote or enquiry.
Under 60 words. Acknowledge they may have moved in a different direction.
Leave the door open for future work. No pressure.
End with a clear, warm close.Completed Example:
Subject: Re: Quote for [project]
Hi [Name],
I’ll take your silence as a sign things may have moved in a different direction — completely fine. I’ll close off this enquiry on my end.
If circumstances change or you need anything in future, I’d be glad to hear from you.
All the best, [Your name]
Script 4: Post-Meeting Recap + Next Step
The Template:
Write a post-meeting follow-up email for a [business type] after a first
meeting or discovery call with a potential client.
Include: a brief recap of what was discussed, the agreed next step
(or proposed next step), and how to get in touch with questions.
Warm and professional. Under 120 words. Include a subject line.Completed Example:
Subject: Great to meet you — next steps
Hi [Name],
Really enjoyed our conversation this morning. To recap what we covered:
- [Point 1 from the meeting]
- [Point 2]
- [Key outcome or concern they mentioned]
As discussed, the next step is [next action — e.g., “I’ll send through a detailed quote by Thursday”]. If anything’s changed or you have questions before then, you can reach me on [phone] or just reply here.
Looking forward to working together.
[Your name]
Script 5: First Response to New Website Enquiry
The Template:
A potential client submitted a contact form. Their message: "[paste their message]"
I run a [business type] in [city]. Write a warm, professional first response.
Acknowledge their specific enquiry, tell them when I'll follow up with detail
(or ask one clarifying question), and give a sense of what working with me looks like.
Under 120 words. Warm and specific. Include subject line.Completed Example:
Subject: Re: Your enquiry — [business name]
Hi [Name],
Thanks for reaching out — happy to help with [brief description of what they asked about].
To give you an accurate quote, it would help to know [one clarifying question — e.g., “the size of the space” / “whether you’re looking for a one-off or ongoing service”]. If you can reply with that detail, I’ll send through a proper outline within [timeframe].
In the meantime, feel free to call me on [number] if it’s easier.
[Your name]
Script 6: No-Show Client — Reschedule Without Guilt-Tripping
The Template:
Write an email to a client who missed our scheduled [appointment/meeting/call]
at [time] today. Reschedule without guilt-tripping. Offer two alternative times.
Warm and professional, under 80 words. Include subject line.Completed Example:
Subject: Missed connection — let’s reschedule
Hi [Name],
Looks like we missed each other for our [appointment type] today — no problem at all.
I have availability on [Day 1, time] or [Day 2, time] — either of those work for you? If neither suits, just let me know what does and I’ll make it work.
Looking forward to connecting soon.
[Your name]
Script 7: After Completed Job — Relationship Maintenance
The Template:
Write a follow-up email to send 2–3 weeks after completing [project/service]
for a client. Ask how they're finding the result. Invite feedback.
Mention you're available if they need anything. Under 80 words.
No pitch, no push — just a genuine check-in.Completed Example:
Subject: How are things going?
Hi [Name],
Just checking in a few weeks on from [brief description of job] — how are you finding things?
If there’s anything that hasn’t quite worked as expected, I’m happy to take a look. And if everything’s going well, I’d love to hear it.
Either way, I’m here if you need me.
[Your name]
Script 8: Referral Request (From Happy Client)
The Template:
Write a short referral request message to a satisfied client of my
[business type] in [city]. Ask if they know anyone who might benefit
from the same service.
Tone: warm, not transactional — genuine appreciation first.
Under 100 words. Email format.Completed Example:
Subject: A quick favour
Hi [Name],
It’s been really great working with you on [project] — I hope things are going well since we wrapped up.
I wanted to ask if you happen to know anyone who might benefit from a similar service. A lot of my best clients come from referrals, and I always take good care of anyone a client recommends.
No pressure at all — just thought I’d ask. Thanks again for trusting us with the work.
[Your name]
Script 9: Dormant Lead Reactivation (3–6 Months Later)
The Template:
Write a short check-in email to a potential client who enquired
[3–6 months ago] but didn't proceed.
Don't pitch. Just check in, briefly remind them who you are,
and mention you have availability if circumstances have changed.
Under 80 words. Casual and warm.Completed Example:
Subject: Checking back in — [your name] from [business name]
Hi [Name],
You reached out a few months back about [brief description of their original enquiry]. I didn’t want to be pushy at the time, so I gave you space.
If circumstances have changed and you’re ready to look at this again, I have availability coming up. Happy to pick up from where we left off.
[Your name]
Script 10: Proposal Follow-Up (Larger Projects)
The Template:
Write a follow-up email for a detailed proposal or tender submitted
[X days ago] to a [type of client — business, body corporate, council, etc.].
Tone: professional and confident — you believe in the proposal,
you're following up professionally, not anxiously.
Ask if there are any questions or additional information needed.
Under 100 words. Include subject line.Completed Example:
Subject: Re: [Project name] proposal — [your company name]
Hi [Name],
I wanted to follow up on the proposal submitted for [project name] on [date].
Please let me know if you have any questions about the approach or costings — I’m happy to walk through any section of the proposal in more detail or provide additional information if needed.
Looking forward to discussing next steps.
[Your name] [Title] [Contact details]
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