Many cleaning enquiries go quiet for ordinary reasons: the client is comparing options, waiting for a property manager, checking dates with a partner or simply dealing with a busy week. A short, useful follow-up can bring the quote back to their attention while showing how your business communicates.
The aim is not to “just check in” repeatedly. Give the client a clear reason to reply, keep a record of each contact and close the enquiry politely when there is no answer.
Before following up, check the quote itself
A follow-up cannot fix an unclear quote. Before sending anything, confirm that the original message includes:
- the property or site and requested service;
- what is included and excluded;
- the total price and GST treatment;
- a proposed date or booking window, if discussed;
- how long the quote is valid;
- how extra work or a change in condition will be handled; and
- one simple way to accept, such as replying “approved”.
If any of these details are missing, send a corrected or clarified quote rather than a vague reminder. The guide to quoting a cleaning job without guessing explains how to build a clear scope and price.
Use a simple three-message schedule
There is no single timing that suits every client, but a consistent schedule stops enquiries from disappearing into your inbox. Adjust it when the job is urgent or the client has given you a decision date.
- One business day after sending: confirm the quote arrived and ask whether anything needs clarification.
- Three to four business days later: mention the practical decision the client needs to make, such as confirming scope or reserving an available date.
- On the quote expiry date: close the enquiry politely and explain that price and availability will need to be checked again later.
Do not promise that a date is reserved unless it actually is. If you can only hold a slot until a particular time, state that directly. For example: “I can hold Tuesday morning until 3 pm tomorrow. After that, I’ll need to confirm availability again.”
Message 1: confirm the quote was received
The first follow-up is useful when email attachments are missed, messages land in junk folders or a busy client reads the quote but forgets to respond. Keep it brief and refer to the specific job.
Subject: Cleaning quote for [property or business name]
Hi [name],
I’m following up on the cleaning quote sent yesterday for [property or service]. Did it arrive safely?
If you would like any part of the scope explained or changed, reply here and I’ll update it. The current quote is valid until [date].
Kind regards,
[your name]
[business name]
Hi [name], it’s [your name] from [business]. I sent the cleaning quote for [property/service] yesterday and wanted to make sure it reached you. Let me know if you have any questions about the scope or price. It is valid until [date].
Message 2: make the decision easy
A useful second message adds context instead of repeating “Have you decided?”. Mention the confirmed scope, the acceptance step or a genuine availability detail.
Hi [name],
Just a quick follow-up on the quote for [service]. It covers [short scope summary], including [important inclusion], and excludes [important exclusion].
If you would like to proceed, reply “approved” and confirm [access detail or preferred date]. I’ll then send the booking confirmation. I currently have [date or window] available, subject to confirmation.
Kind regards,
[your name]
This message answers the questions that often delay a decision: What am I buying? What do I need to do? What happens next?
Message 3: close the enquiry professionally
When the quote expires, close the loop without sounding annoyed. This protects your schedule and gives the client a low-pressure way to return later.
Hi [name],
The cleaning quote for [property/service] expires today, so I’ll close the enquiry for now and release any unconfirmed availability.
If you still need the clean later, you are welcome to contact me. I’ll recheck the scope, price and available dates before confirming the booking.
Thanks for considering [business name].
Do not imply that the client has booked until they have completed your stated acceptance process. A clear close also prevents an old quote being treated as current months later.
How to respond to common client replies
“Your price is higher than another quote”
Do not immediately discount. Ask whether the scopes are comparable, then point to the work, add-ons and exclusions in your quote. If the client has a firm budget, offer to remove optional tasks only when the reduced scope can still be delivered properly.
Example: “Thanks for letting me know. Our quote includes the oven interior and internal window glass. Could you check whether those are included in the other scope? If you would prefer, I can revise the quote without those two items so you can compare the options clearly.”
“I need to think about it”
Acknowledge the answer and give a real deadline, not an invented urgency.
Example: “Of course. The quote is valid until Thursday, and the proposed booking remains unconfirmed until you accept. Let me know if there is a particular part you would like clarified.”
“Can you do it cheaper?”
Return to the scope. Change the price only when you can change the work, timing or another cost driver without creating a poor result.
Example: “I can review the scope with you. One option is to keep the kitchen and bathrooms as quoted, but remove the internal windows and laundry cupboards. I can send that as a separate option so the difference is clear.”
No reply
Complete your normal schedule, record the outcome as “no response” and move on. More messages are not always more persuasive. Keeping the enquiry record means you can recognise the client and find the old scope if they return.
Keep a basic quote follow-up record
A spreadsheet, booking system or simple enquiry list is enough. For each quote, record:
- client name and contact details;
- property or site;
- service type and quoted amount;
- date sent and expiry date;
- each follow-up date and channel;
- the client’s questions or requested changes;
- the result: accepted, declined, no response or follow up later; and
- the reason given when a quote is declined.
Review the record monthly. Look for useful patterns in your own enquiries: missing scope details, slow response times, unsuitable leads or services clients regularly remove. Do not assume every lost quote is about price.
When the client accepts
Turn the acceptance into a booking confirmation. Restate the date, arrival window, address, approved scope, price, payment terms, access instructions and any preparation required from the client. Give your team the same accepted scope.
After the work, use a close-out process that matches what was promised. The cleaning business checklist helps organise the job, while a professional cleaning report gives the client a clear record of completed tasks, photos and notes.
A quick follow-up checklist
- Refer to the specific property or service.
- Make sure the quote has a clear expiry date.
- Ask one useful question or give one clear next step.
- Use genuine availability details only.
- Record what was sent and when.
- Update the quote when the scope changes.
- Close the enquiry politely after the final message.
- Send a complete booking confirmation after acceptance.
A calm, repeatable process saves time and makes it easier for clients to respond. It also gives your business a clean handover from enquiry to booked job.
Keep the same clarity after the clean
Use Tidy Jobs to record completed tasks, before-and-after photos and client notes in a free cleaning report.
Create a free report