How to Follow Up On Landscaping Quotes: Best Practices for Landscaping Business Owners

Following up on landscaping quotes is essential for converting leads into paying clients. Timely, professional follow-ups show prospects you're serious, attentive, and ready to help. This blog outlines best practices for when and how to follow up, what to say, how to handle objections, and how to use tools like CRM systems to stay consistent, all tailored to landscaping business owners.

In a competitive industry like landscaping, quoting isn't the final step, it’s just the beginning.

Many businesses send quotes and wait. But the ones that win consistently? They follow up with purpose, clarity, and professionalism.

In this blog, we’ll cover proven strategies to follow up effectively on landscaping quotes, from timing and communication channels to crafting messages and handling objections. These tips are designed to help you close more deals, deliver a better client experience, and build a reputation for responsiveness and reliability

The Importance of Following Up

Why Follow-Up Matters

Sending out a landscaping quote doesn’t guarantee a response. Potential clients often gather multiple quotes, take time to decide, or simply forget. A timely, respectful follow-up positions your company as attentive, proactive, and easier to work with than competitors who just… disappear.

Following up also gives you the chance to:

• Answer client questions
• Clarify any uncertainties in the quote
• Reframe value if pricing is a concern
• Reopen the conversation before the lead goes cold

Impact on Business

Consistent follow-up builds your reputation. It shows you care about the client's project, not just the paycheck. Over time, that attention to detail pays off with:

• Higher close rates
• Better reviews and referrals
• More repeat clients
• Sharper feedback loops (so you can improve quoting and sales)

And when you track follow-ups in a CRM, you build a repeatable system for turning quotes into contracts.

Want to tighten up your quoting workflow? Explore SiteRecon Estimator for fast, scoped, and service-line-level estimates, so your follow-up is backed by real precision.

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READ MORE: How to price landscaping jobs for profit

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Timing: When to Follow Up

Initial Follow-Up

The best time to follow up is within 24–48 hours of sending the quote. This gives the client time to review while showing you're eager and responsive.

What to say:

• Confirm they received the quote
• Offer to answer questions
• Reiterate your enthusiasm for the project

Subsequent Follow-Ups

If there's no response:

• Follow-up 1: 1 week after the quote
• Follow-up 2: 2 weeks later
• Final touchpoint: Leave the door open (“We’re happy to help whenever you’re ready”)

Each message should be friendly, low-pressure, and focused on value, not just checking in.

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Methods of Follow-Up

Phone Calls

Pros: Phone calls are direct and allow for immediate interaction, making them a powerful tool for addressing concerns and building rapport. They provide a personal touch that emails or texts may lack.

Tips:

• Reintroduce yourself and the project
• Ask if they have any questions about the quote
• Be courteous and brief

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READ MORE: How to generate an accurate landscaping quote fast

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Emails

Pros: Emails are a professional and non-intrusive way to follow up. They allow you to document communications and provide detailed information that the client can refer back to.

Tips:

• Keep it short and focused
• Mention specifics from your quote
• Include a CTA (“Would you like to hop on a quick call?”)

Text Messages

Pros: Text messages are quick and convenient, often reaching clients faster than emails or calls. They are suitable for brief reminders or to prompt a response.

Tips:

• Keep it friendly and brief
• Always ask if texting is preferred
• Example: “Hi [Name], just following up on the quote we sent last week. Let us know if you have any questions. Happy to help!”

In-Person Visits

Pros: For significant projects or long-term clients, in-person visits can solidify relationships and demonstrate a high level of commitment. This method allows for detailed discussions and a more personal connection.

Tips:

• Schedule ahead
• Bring visuals or examples of similar projects
• Follow up with a thank-you message or recap

Crafting Effective Follow-Up Messages

Personalization

Mention something specific from your conversation, the site walk, or the quote. Show that you're not sending a mass message.

Example:

“Hi [Client], during our walkthrough you mentioned concerns about weed control. Our quote includes a seasonal pre-emergent application to tackle that.”

Clarity and Conciseness

Don’t overload the message. Keep it clear and helpful. Avoid jargon.

Instead of:

“We specialize in horticultural enhancements”

Say:

“We can help improve the look of your garden with fresh plantings and low-maintenance beds.”

Providing Value

Each message should give the client something, peace of mind, clarity, or new info. You might:

• Share a link to a similar project
• Offer insights from recent jobs
• Explain how your approach saves time or reduces maintenance

Calls to Action

Always guide the next step.

Examples:

• “Would you like to schedule a quick call?”
• “Do you have a decision timeline we should keep in mind?”
• “Let us know if you're ready to move forward or have any questions about the proposal.”

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READ MORE: How to generate an accurate landscaping quote fast

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Handling Objections and Questions

Common Objections

• “It’s too expensive.”
• “We’re still deciding.”
• “I’m not sure it includes everything we want.”

How to Respond

The key is empathy + clarity.

For pricing:

• Highlight long-term value (e.g. better materials, fewer callbacks)
• Offer alternatives (phasing, smaller enhancements first)

For scope:

• Revisit the quote and walk through each section
• Offer to adjust based on priorities

Need a better way to scope line items?

Download our Landscaping Estimating Template to see how leading companies break down service-based pricing.

Building Trust

• Don’t oversell
• Be upfront about limitations
• Show you're confident, not desperate

When you're honest, even about saying “we might not be the cheapest”, you earn trust. And trust closes deals.

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READ MORE: How to Measure Customer Satisfaction

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Tracking and Managing Follow-Ups

Use a CRM System

Tracking leads manually leads to missed opportunities. A CRM (like HubSpot, Jobber, or your preferred platform) can help you:

• Set follow-up reminders
• Record all client communication
• Monitor quote-to-close conversion rates

Build a Follow-Up Schedule

Don’t wing it. Have a repeatable cadence:

• Immediate response → 24–48 hrs
• Week 1 → “Checking in”
• Week 2+ → “Happy to help when you’re ready”

Make it part of your sales workflow.

Review & Improve Your Strategy

Regularly ask:

• What’s our quote follow-up response rate?
• Do certain follow-up styles work better?
• Are we tracking feedback from lost leads?

Improving just one part of your follow-up process can increase your close rate—and your revenue.

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READ MORE: How to Dominate Your Market with Landscape Advertising

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Wrapping Up

Following up on quotes is where many landscaping businesses lose deals, not because of pricing, but because of silence.

Following up:

• Demonstrates your professionalism
• Builds trust
• Gives you another chance to explain your value
• Moves the conversation forward

If you want to streamline your quoting and follow-up process, we can help.

Check out SiteRecon Estimator - Book a Free Demo Call

Download our Landscape Estimating Template to organize proposals clients actually respond to.

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FAQs

Why is following up on landscaping quotes important?

It shows potential clients that you care about their project and are invested in working with them. It also helps you stay top-of-mind in a competitive bidding environment.

How soon should I follow up after sending a landscaping quote?

Follow up within 24–48 hours. This reinforces professionalism and gives the client space to ask questions or express concerns while your quote is still fresh.

What are the best follow-up methods?

Use a mix: phone for personal touch, email for details and documentation, text for reminders, and in-person for high-value projects.

What should I include in a follow-up message?

Personalized reference to their project, a quick summary of your quote, and a clear call to action. Keep it concise and respectful of their time.

What if the client is unresponsive?

After 2–3 follow-ups, send a final note letting them know you're happy to help if they decide to move forward later. Then move on and focus on active leads.