Quote reminder email — 5 examples + subject lines

How do I write a reminder email for an estimate? With a short, friendly message that reminds your client your proposal is still open — without pushing and without explaining the whole project again. This article is about that estimate reminder email: a different tone and moment from the email you use when you send the estimate, and less content than a full follow-up email. For what Moneybird itself offers, see Moneybird estimate reminder.

Reminder email versus follow-up versus payment reminder

Three phrases that blur in the inbox but feel different to your client:

A quote reminder is not a dunning letter. You are not asking for payment; you are asking for a decision or a question about the proposal. Wording like “pay urgently” or “final notice” belongs on invoices in Moneybird, not on open estimates.

Follow-up emails with more substance (a second proposal, a conversation about hesitation, calling about the quote) live in estimate follow-up and quote follow-up call. Below are five short reminder emails you can send manually or use as a FollowBird template.

What makes a good estimate reminder email?

A strong reminder email for a quote is obvious in three seconds:

1. One goal — “Is estimate [number] still on your list?” or “Does the validity date still work?”
2. One action — accept via the link, ask one question, or say “no, please close it”.
3. Warm tone — like a colleague stopping by your desk, not a collections agency.

Name the estimate number from Moneybird. Mention the total only when it helps internal approval. Keep the mail shorter than your first send email; the estimate itself is still in Moneybird.

Timing: when should you send a reminder?

There is no legal “right” day, but a sensible rhythm works for many solo businesses and small teams:

In FollowBird you set up to 3 moments on days after sending (by default after 7 and 14 days). You choose days between 1 and 365; tune them to your sector. More on silence: estimate no response.

Subject lines for a quote reminder email

The subject line does most of the work. Examples that fit an estimate reminder (not invoices):

• Reminder — estimate [number] still open
• Estimate [number] — quick check?
• Valid until [date]: estimate [number]
• Short note about estimate [number]
• As promised — estimate [number]

Avoid “FINAL NOTICE” or “Payment reminder” — that is not for an open proposal. Use the same estimate number as in Moneybird so the client can search their mailbox.

Five examples: estimate reminder email

The texts below are deliberately different from the five follow-ups in estimate follow-up email templates: shorter, more “reminder”, less sales. Adjust [name], number, amount and date.

1 — Gentle reminder that the estimate is still open

Subject: Reminder — estimate [number] still open

Hi [name],

A small reminder: estimate [number] for [short description] is still open on my side. No rush — I only want to stop it sinking to the bottom of your inbox.

If you have questions, reply in one sentence. Does it still fit? Accept via the link in the original Moneybird email.

Best,
[your name]

2 — Reminder before the validity date

Subject: Valid until [date] — estimate [number]

Hi [name],

Reminder email about estimate [number] (€ [amount]): the document shows valid until [date]. I am sending this just before that date so you can decide calmly or align internally.

If you still want to proceed afterwards, let me know — I can send you a new estimate with a new valid-until date. More on that step: quote expired.

Best,
[your name]

3 — Last friendly reminder (close or yes)

Subject: Last reminder — estimate [number]

Hi [name],

This is my last reminder about estimate [number]. I assume you still want to decide, but I do not want to keep mailing if the project is off the table.

Could you reply briefly: yes (accept via the link), later (when?), or no (I will close the estimate on my side)?

Thanks,
[your name]

4 — Reminder after a phone call

Subject: As we discussed — estimate [number]

Hi [name],

Good to speak just now. As agreed, this reminder email: estimate [number] stays open until you accept online or tell me it no longer fits.

If you want to change scope after our call, email me — we'll adjust it before you accept.

Best,
[your name]

More on calling versus email: quote follow-up call.

5 — Reminder after resending the same estimate

Subject: Reminder — estimate [number] (resent)

Hi [name],

I recently resent estimate [number] from Moneybird with a short cover email. This is a separate reminder that the proposal is still open on my side — the estimate content is unchanged; only the email around it was new.

Can you confirm you saw the second email and whether you have questions before signing?

Best,
[your name]

Moneybird does not let you change the date on an estimate after sending; resending does not give the document a new valid-until date. State a new deadline in your email when needed.

Automating reminder emails in FollowBird

A single manual reminder email is fine. With several open estimates you want the same rhythm without typing the same line every week.

FollowBird sends email reminders for estimates that are open or expired in Moneybird. Sign in with your Moneybird account, pick your administration and configure:

• Up to 3 reminder moments on days after sending (default 7 and 14; you adjust the days).
• Your template with blocks and preview; placeholders such as {{contact.name}}, {{estimate.number}}, {{estimate.total}} and {{estimate.url}} fill per estimate.
• Reminders stop on acceptance or rejection in Moneybird; if only the validity date expires, they keep going.
• Pause per administration when you are on holiday or want no mail for a while.

The dashboard shows Upcoming reminders, Recent activity, and open and late estimates. FollowBird does not change the estimate in Moneybird; it follows the status there. Reminders run during your 14-day trial and while your subscription is active; after the trial ends without a subscription, sending stops. Then €19.00 per month excl. VAT if you subscribe (pricing).

Use your template deliberately as a reminder email, not a copy of your first send mail. Want more substance? Send a real follow-up email or call the client; see estimate follow-up email templates for that style of content.

Common mistakes with reminder emails

• Too long — a reminder becomes a second estimate in prose.
• Too harsh — wording that belongs on invoice dunning.
• No estimate number — the client does not know which proposal you mean.
• Daily mail — three short moments on fixed days beat daily pings.
• Reminder without a clear first email — send a clear cover email with your estimate first (see sending estimate email), then a reminder.

Checklist before you send (manual or via FollowBird)

• Estimate in Moneybird still open (or expired and you want one more ping)?
• Subject contains reminder or estimate [number] — no payment terms?
• One question or one action?
• Timing fits your schedule (not the same day as your first email)?
• Preview checked in FollowBird if you automate?

Summary

An estimate reminder email is short, friendly and about recognition: number, optional validity, and room to say yes, no or ask a question. It is not a payment reminder and not a full follow-up mail. With steady timing and up to 3 moments in FollowBird you keep open Moneybird estimates visible without retyping every week.

Try FollowBird free for 14 days: sign in with your Moneybird account, prepare your reminder text and set your days. Start your trial — then €19.00 per month excl. VAT on pricing.