Make it specific
Keep the quote reference in the email subject. State what is included, the validity date and what you need back. Agree a follow-up date with the buyer when possible.
A practical Microsoft 365 workflow
Follow up on a quote without losing the thread.
Keep one owner, a clear next date and a useful question. This routine works in Outlook today; Smart Inbox can help you review the conversations and prepare drafts once customer access opens.
Start when you send the quote.
One person checks the reply
Decide who handles the conversation. Record the quote reference, owner, sent date and next check-in in your team's existing tracker. Flag the message in Outlook if that helps your routine; available flag and reminder options depend on your Outlook version.
Check what changed
Search Outlook for the quote reference and read the latest reply, including Sent Items. Check price validity, specification and lead time again. If a colleague already answered, agree the next action before adding another message.
A reminder in classic Outlook for Windows.
For a quote you are about to send, select Message → Follow Up and choose your own reminder date. Use Custom for a specific start or due date. If you also see recipient flag options, keep the reminder for yourself unless you have agreed otherwise with the buyer.
In the message list, right-click a flag and choose Mark Complete when the work is finished, or Clear Flag when you no longer want to track it. Keep the outcome in your team tracker. See Microsoft’s flag and follow-up instructions. New Outlook and web interfaces may differ.
Synthetic examples · Edit before use
Give the buyer an easy answer.
Oakline Builders and Kestrel Supply are invented. Dates, quantities and quote references below illustrate a workflow; they are not recommended deadlines for every sale.
First check-in
Subject: Re: Quote KS-1042 — galvanized brackets
Hi Chris,
Are you still reviewing quote KS-1042 for the 400 brackets, or has the specification changed? If you're comparing options, let me know which detail would help you decide.
I'll recheck availability before we confirm the order.
Thanks,
Sam, Kestrel Supply
A supplier owes a detail
Subject: Re: Lead time for quote KS-1042
Hi Alex,
Can you confirm the current lead time for 400 brackets in the agreed finish and thickness? Oakline needs an answer before it can approve the quote.
Please distinguish a firm dispatch date from an estimate so we can give the customer an accurate update.
Thanks,
Sam, Kestrel Supply
Use the reply to choose the next step.
- If the buyer needs a revised specification, own the revision and agree when it will be ready.
- If they are waiting on internal approval, ask when another check-in would be useful.
- If there is no reply, use your agreed sales policy and the buyer's timeline to choose whether and when to follow up again.
- If the quote is closed or declined, record that outcome and stop the reminder.
Keep follow-ups useful. Do not assume silence means acceptance, available stock or a firm delivery date.
Where Smart Inbox fits.
Review summaries, whose turn it is and follow-ups due, then check the linked source emails. Assign an owner or snooze a conversation. Request a draft and check it before sending.
New mailbox connections default to read-only. Read and reply, and full access, are implemented for users who explicitly choose them and complete separate Microsoft consent. Shared-mailbox use still needs live acceptance checks. You can still reply in Outlook. Smart Inbox does not send automatic quote-chasing campaigns or schedule calendar follow-ups.
Before customer access opens
Customer signup is not open yet. Final legal documents and live acceptance checks must be completed before customer access opens. Live paid subscriptions are also awaiting release checks.
Explore the synthetic sample workspace or request trial access.