HourSaved

Write a polite follow-up email when someone hasn't replied

Give any AI chat the facts about a quote or request that went quiet, and get three short follow-ups (gentle, helpful, closing the loop) with no fake urgency or invented deals.

Setup
5 min
Saves
About 10 min a use (our estimate)
Level
Easy
Last checked
Works with
Any AI chat, Gmail, Outlook
Step in a real app
Described from the official help page, not run on a real account

Run once on made-up data on with Claude. One run, not proof.

Version 1 · Draft: not yet approved by the owner · How we test

What this does

When a quote goes unanswered, the AI writes three short follow-ups: gentle, helpful, and a polite last note. The prompt tells it to use only your facts, with no fake deadlines. You check each draft before sending.

Before you start

  • Any AI chat (ChatGPT, Claude, Gemini, Copilot).
  • The facts: who, what you sent and when, and one or two true details (what's included, your availability, the quote's end date).
  • Setup: about 5 minutes (our estimate).
  • Privacy: a first name and job details are enough.

Steps

  1. Write the facts in short lines, including the amount and what you want.
  2. Add only true reasons to act now, such as a real quote end date.
  3. Paste the prompt below, fill in the blanks, and run it.
  4. Fix anything marked [MISSING] and check numbers against your quote.
  5. Schedule each one. In Gmail (computer), new Outlook or Outlook on the web, click the arrow next to Send, then Schedule send.
  6. Cancel the rest when they reply. They wait in Gmail's Scheduled folder or Outlook's Drafts.

The prompt

Prompt · fill the [brackets]
Write 3 short follow-up emails for someone who hasn't replied to me. Use only the facts below. Don't send anything.

Who they are: [e.g. "a homeowner I quoted"]
What I sent and when: [e.g. "a quote on May 2"]
What I want: [e.g. "a yes or no on the quote"]
My voice: [e.g. "friendly, plain"]
Facts: [anything true you can mention: price, what's included, when you're available, a real deadline]
Sign-off: [your name and business]

Write:
1. GENTLE (send after about [X] days): a friendly check-in, 60 words or fewer.
2. HELPFUL (after about [Y] days): adds one useful thing from my facts, 70 words or fewer.
3. CLOSING THE LOOP (after about [Z] days): polite, says I'll stop following up, leaves the door open, 60 words or fewer.

Rules:
- Each email gets its own subject line.
- No guilt, pressure, fake deadlines or "just bumping this".
- Don't invent discounts, deadlines or availability. If my facts don't give a real reason for urgency, don't create one.
- If something I need is missing (a name, a date, the amount), write [MISSING: ...].

Before and after: the made-up input, then the real output the AI gave us.

Try it with made-up data

Alex runs Cedar Ridge Fencing (fictional). Ms. Patel, a homeowner, got a quote on April 8, 2030 for 120 feet of cedar privacy fence, $6,840 installed. Facts: quote good until May 8, 2030; crew openings the weeks of May 20 and June 3; price includes removing the old chain-link fence; gate can move at no extra charge. Timing: 4, 10 and 21 days.

What the AI gave us

1. GENTLE. Subject: Your cedar fence quote
Hi Ms. Patel, I wanted to check in on the quote I sent on April 8 for your 120 feet of cedar privacy fence ($6,840 installed). Do you have any questions? Whenever you've decided, a simple yes or no is all I need. Thanks, Alex, Cedar Ridge Fencing

2. HELPFUL. Subject: A note about your gate
Hi Ms. Patel, a quick note on your fence quote: if you'd like the gate in a different spot, we can move it at no extra charge. Just let me know what would work best for your yard. Whenever you're ready, a yes or no on the quote is all I need. Thanks, Alex

3. CLOSING THE LOOP. Subject: Closing the loop on your fence quote
Hi Ms. Patel, this is my last note about your fence quote, so I won't keep filling your inbox. No problem at all if the timing isn't right. Your quote is good until May 8, and our crew has openings the weeks of May 20 and June 3. If you'd like to go ahead, just reply here. Thanks, Alex

(The AI's closing note trimmed here.) Good: no invented discount, and every date it used came from the facts given, with the real expiry as the only deadline. A person still had to check the price and decide whether to mention the free fence removal instead of the gate.

Check before you send

  • The name, date and amount match your original quote.
  • Any deadline mentioned is real and written in your quote.
  • Availability is still true when each email goes out.
  • Check each email's main purpose. A follow-up that mainly promotes your service can count as marketing under CAN-SPAM, even though the customer asked for a quote. The FTC reads the exceptions narrowly, so when in doubt, include an honest subject line, your postal address and a way to opt out.

Don't paste

  • Their address, phone number or email address.
  • Credit reports or payment details.
  • Guesses about why they went quiet (health, money, family).
  • Other customers' prices or names.

When not to use this

  • Unpaid invoices. Use the payment reminder guide.
  • People who said no or asked you to stop.
  • Cold emails to people who never asked for a quote. That's marketing, so consent and CAN-SPAM rules apply.

Questions owners ask

How do I follow up on a quote without being pushy?

Ask one clear question, add one useful fact, and stop after three tries.

How long should I wait before following up?

Our suggestion: a few days for the first, about a week for the second, two to three weeks for the last.

Sources

Related guides

Inbox and emailDraft routine email replies in your own voice, without promises you didn't approveInbox and emailBuild a library of saved email replies from your best past emailsMoney adminWrite payment reminder emails in three tones (friendly, firm, final)

All 8 inbox and email guidesAll 45 guides

The newsletter

One new guide a week, free.

Start with the free starter: three short emails over your first week. First the 15-minute Start here guide, then the three jobs we'd hand to AI first, then one question about what eats your week. The first two come with a practice task and the check you do before anything goes out. After that, one new guide every Tuesday: one task, the prompt to paste and the check to do. At most one ad, always labeled.

  1. Day 1Your first 15 minutes with a free AI assistant
  2. Day 3Summarize a long email thread into decisions, open questions and next steps
    Draft routine email replies in your own voice, without promises you didn't approve
    Write payment reminder emails in three tones (friendly, firm, final)
  3. Day 6What eats your week? Reply in one line, plus how the weekly guide works