Short answer. Follow up with something useful, not just 'any update?'. Send it within two or three days, refer to the quote, add one helpful fact, and ask one easy question. Keep it short, polite and specific. ResellerSuite helps by reminding you which quotes have gone quiet and by giving you ready messages.
Why quotes go quiet
Most buyers are not ignoring you. They are busy, waiting for approval, or comparing three quotes. A gentle, well-timed message keeps you in their mind. A pushy one gets you muted.
Timing that works
A first follow-up after two to three working days is usually fine. A second one after a week. A third, with a closing question, after two weeks. If the quote has a validity date, mention it politely as a reason to decide.
Avoid late evenings and festival days unless the buyer started the chat then.
Give them a reason to reply
'Just checking in' gives them nothing to answer. Try adding something: stock is limited for this item, the supplier price is valid until Friday, a sample is ready, or the delivery date will slip if the decision is delayed. Be truthful. Never invent urgency.
End with one easy question, for example: 'Shall I keep Option 2 aside for you?'
Short templates
After three days: 'Hello Mr Rao, hope you are well. I sent the quotation for 250 diaries on Monday. Happy to adjust the quantity or the option if useful. Which option are you leaning towards?'
After a week: 'Hello Mr Rao, the rates in the quotation are valid until 8 November. I can keep the delivery slot for your event if you confirm by then. Shall I send a sample first?'
A closing note: 'Hello Mr Rao, I will close this quotation for now so it does not clutter your inbox. If plans change, message me and I will refresh the rates.' This often brings a reply.
Use the quote link
If your quotation is a link, the follow-up can be one line with the link. In ResellerSuite you can see when the client has viewed the quote, which tells you whether to ask a question or just wait. The desk nudges you when a quote has gone quiet, and the Messages page gives you ready follow-up messages that you can edit, copy, or open in WhatsApp.
Messages can be written in English, Hindi or Hinglish. Put the client's name and the product in so it never reads like a broadcast.
Respect the channel
WhatsApp is personal even when the topic is business. Use the buyer's name. Keep the message to a few lines. Send documents as a link or a single PDF, not ten photos. If you must call, ask first whether it is a good time. Voice notes can feel warm but are hard to scan; use them sparingly for business buyers.
Do not add the buyer to broadcast lists without asking. Make it easy for them to say not now, and honour it.
What to track
Note the date of each quote, the date of each follow-up and what the buyer said. If the buyer says the budget is not approved until next month, put a reminder in the diary for that month. Good follow-up is mostly memory. The people who win the order are often simply the people who remembered to call back at the right time.
If a buyer says no, thank them and ask for one line of feedback: price, timing or product. Over a year those lines show you exactly where you lose.
Following up on different kinds of buyers
A purchase manager wants accuracy and speed: give clear specs, rates and a date. A business owner wants a decision: give a recommendation and a reason. An assistant who forwards your message to the boss wants something easy to forward: send the quote link, not a long chat. A designer or marketing head wants to see the product: send photos first and prices second.
Adjust your follow-up to the person, not the template. The templates above are a starting point. Your knowledge of the buyer is what turns a reminder into a conversation.
Following up after a sample or a meeting
A follow-up after a sample is different. Ask what they thought of it, not whether they have decided. Offer to change one thing, such as the colour, the size or the packing. After a meeting, send a short written summary the same day: what was discussed, what you will do, and the date by which you will send the revised quote. It shows you listened, and it gives the buyer something to forward.
When to stop
After three polite attempts, pause. Put a reminder for the next month, perhaps around a festival or a budget cycle. Staying friendly matters more than winning one quote.
Related: quotes with budget options and features.
Frequently asked questions
How soon should I follow up a quote?
Two to three working days is a good first gap.
How many follow-ups are too many?
Three polite ones. After that, pause and try again later.
Can I write the message in Hindi?
Yes. ResellerSuite's Messages page offers English, Hindi and Hinglish.
Does ResellerSuite send WhatsApp messages by itself?
It prepares the message and opens WhatsApp for you to send it. You stay in control of what goes out.