The short answer
Follow up two or three days after sending the quote, again about a week later, and once more just before the quote expires. Each message should be short, friendly and useful: answer a likely question, mention that the date is still open, or offer a quick call. Stop after three or four tries, and close the lead politely.
Better still, automate the follow-up so it never slips.
A simple follow-up schedule
- Day 2 or 3: "Did the proposal come through okay? Happy to answer any questions."
- About a week later: "Just checking in. June 14 is still open for you, but I've had another inquiry for that date."
- Before it expires: "Your quote holds the date until Friday. Want me to keep it for you?"
- Close the loop: "I'll release the date for now. If plans change, I'd love to play for you."
Keep it honest
Only mention other inquiries if they're real. Clients can tell when urgency is invented, and it damages trust.
Learn from lost quotes
When a client says no, ask what made the difference. Price, availability and fit are the usual answers, and each one tells you something about your offer.
How BookLive helps
- Workflows. Timed follow-up emails and texts that stop when the client replies.
- Tasks with due dates. A reminder for every open quote.
- Lead pipeline. See which quotes are still open. See managing clients and inquiries.
Your musicians use BookLive for free. Only the bandleader pays.
Frequently asked questions
How many times should I follow up on a quote?
Three or four times over one to two weeks, then close the lead politely.
What should I say when following up on a quote?
Keep it short and helpful: check they received it, answer a likely question, and mention the date is still open.
Never lose a quote to silence
BookLive follows up for you and reminds you which quotes are still open.
Your musicians never pay.