How to follow up on a quote over WhatsApp with ChatGPT

To follow up on a quote over WhatsApp, remind the customer what they requested and end with a question that is easy to answer. Ask ChatGPT for two short drafts, check the facts, and send the message yourself when it fits the conversation.

For example: “Hi, I’m following up on the quote you requested and I sent over. Have you had a chance to review it?” That opens a conversation without assuming the customer has decided to proceed.

At Particular Labs, we teach business owners to use AI for everyday tasks. Here we’ll practice with an insurance office, then adapt the message for a med spa and professional services.

What to gather first

Check the original quote and anything the customer said afterward. You need to know what they requested, which quote you sent, how long it has been, any pending questions, and any date you agreed to follow up.

Use “Customer A” in ChatGPT. Add the real name later when preparing the WhatsApp message. Keep customer addresses, phone numbers, passwords, card details, and private information out of the prompt.

Example: an insurance office sent a customer a requested quote three days ago. The customer hasn’t replied, and they didn’t agree on a follow-up date. The staff member confirms those facts and only wants to know whether the customer reviewed it. No prices, personal information, or coverage details are included. ChatGPT helps draft the administrative follow-up.

A prompt you can copy

A prompt is the instruction you type into ChatGPT. This adapts prompt 2 from our free guide, adding boundaries to help the draft stay consistent with your quote. Replace the text in brackets:

Act as my writing assistant for a [type of business]. I sent Customer A a quote [number] days ago and haven’t heard back.

Facts I have confirmed: [what the customer requested, which quote I sent, pending questions, and any agreed follow-up date]. Include only what this message needs, without private customer information.

Write two WhatsApp messages: one for today with a warm, friendly tone, and one for next week that is more direct without being pushy. Match how I already speak to this customer: [describe how you address them]. If I leave that out, ask me. Keep each message to three sentences or fewer and end with an easy question.

Use only the facts I supplied. Don’t add discounts, urgency, availability, or promises. Limit the message to following up on the request; don’t recommend coverage, treatments, or professional decisions. If a necessary fact is missing, ask me before including it. Give me the two drafts separately; I’ll decide when to send them.

Open a chat, paste the prompt, and fill in your facts. If the reply is too long, ask: “Shorten each message to two sentences without changing the facts.” OpenAI’s official prompting guidance recommends giving relevant context, describing the output you need, and reviewing the response.

What the messages can look like

Here are two messages for the example. Your ChatGPT response may differ.

First message, warmer tone:

Hi, I’m following up on the quote you requested and I sent over three days ago. Have you had a chance to review it?

Second message, more direct tone:

Hi, I’m checking back on the quote you requested. Would you like to continue with your request, or would you prefer to revisit it later?

The first asks whether the customer reviewed what was sent. The second makes it easier to say whether to continue. Neither interprets the quote, recommends coverage, or promises that the request will be approved.

How to adapt it to another business

To adapt the example, change only the facts you have confirmed and the question you need answered.

Med spa: after sending a requested quote, you could write: “Hi, I’m following up on the quote you requested. Do you have any questions about the booking process?” Keep it administrative, without clinical details or treatment recommendations.

Professional services: for a service proposal, you could write: “Hi, I’m checking back on the quote for the service you requested. Would you like us to clarify anything in the scope?” Use the actual scope from your proposal.

Find the follow-up prompt and other examples in our free guide with 10 prompts.

What to check before sending

Compare the draft with the quote and the actual conversation. Confirm the request, the quote you sent, and any price or date mentioned. Remove any discount, appointment, or commitment you haven’t approved. Read the message aloud and adjust wording that doesn’t sound like you. Check whether the customer has already replied or asked you to contact them later.

Then copy the approved text into WhatsApp, check that you opened the right conversation, and send it yourself. This exercise doesn’t connect ChatGPT to WhatsApp or schedule messages. Keep the second draft for reference and review the conversation again before using it.

Frequently asked questions

When should I follow up on a quote?

Respect any date you agreed on. Otherwise, choose a reasonable time based on the service and conversation. The three days in this example are for practice, not a rule for every business. ChatGPT helps write the message; you choose when to contact the customer.

What if the customer doesn’t reply?

Decide whether the second message makes sense the following week. Ask whether they’re still interested or would prefer to revisit it later. If there’s still no response, pause rather than repeating messages. Respect a request for no further contact.

Can I use the free version of ChatGPT?

You can start with a text draft on the free version. This exercise doesn’t require file uploads or a WhatsApp connection. Access and usage limits can change, so check what your account shows. See OpenAI’s published plans and limits.

Your next step

Choose one pending quote, fill in the prompt with facts you’ve confirmed, and review the first message. Get the 10 free prompts to adapt this message to your business.