Hi everyone,

One question I receive once a tender or quote is submitted is “How soon can I contact them?”  This is a great question, because you want to look responsive to the prospect, without appearing like a stalker.

Let’s face it, if you contacted the prospect five minutes after sending your quote or tender then that would be a bit stalkerish. Unless of course you had just had a conversation and they asked you to let them know when it has been sent.

However if you don’t contact them in a reasonable timeframe, will they take it that your not really interested in the project or that your unresponsive.  What is a reasonable timeframe?  Is that 2 hours, 2 days, 2 weeks, 2 months or 2 years?

That is actually the million dollar question.

The answer to the what is a reasonable timeframe is it will depend on your prospects expectations and your relationship with the prospect. It would depend on if you have submitted a quote or a tender.

However the biggest difference is why you are contacting them.  Let’s say today you have submitted a quote or a tender. It would be quite reasonable to contact them within 2 hours to verify that the email has arrived. As well as that they can open the documents. However, I would be mindful that if they have sent you an email stating that they have received them – don’t then phone them to see if they have received the submission.

Let’s say that you have received an email stating that the prospect has received the submission. When can you follow-up?  This would be dependent on what their timelines are.   If their timeline is a short turnaround (less than one month) then a follow-up in two weeks would be reasonable.   If their timeline is greater than one month turnaround then a follow-up in 1-1.5 months would be reasonable.

The follow-up should be along the lines of:

  • “Do you have any questions about our submission”
  • “Is there anything else that you require to make a decision”
  • “How are you tracking with your timeline”.
  • “Ask if I haven’t heard from you in x time, can I contact you again in….”

These are all questions that can lead to great information for you as well as showing your responsiveness and willingness to be helpful.  The third and future follow ups would be every two weeks for short turnaround quotes and tenders and every 1 – 1.5 months for longer ones.

The third follow-up should be along the lines of:

  • “Do you have any questions about our submission”
  • “Is there anything else that you require to make a decision”
  • “How are you tracking with your timeline”.
  • “Ask if I haven’t heard from you in x time, can I contact you again in….”

Plus:

  • “Can we make a time to come in and present our solution”
  • “Let them know if there have been any good news stories from your clients” i.e. that you have just won another project or tell them about a case study that you have just received from a client”
  • “How are we fairing against the other respondents”

These questions also show your responsiveness and willingness for the project. As well as proving even more compelling reasons to use your company.

A couple of tips:

  • If at all possible and assuming it is not possible to meet in person, these questions should be asked over the phone.
  • Always take notice of your prospects wishes, for example if they say “Yes you can contact me via email only” Only contact them by email.
  • If they say “Contact me in 3 months” – The next contact should be in 3 months.

Because if you don’t follow their instructions during the quoting and tendering phase, they will also think you won’t follow their instructions during the delivery phase.

Happy successful Tendering and quoting

Chris Dennis

Win Win Tendering

0400 097 161

www.winwintendering.com

www.tenderinguniversity.com

Offer: Tendering and Quoting Guide: 10 Strategies to Reduce Time and Stress

www.winwintendering.com/tenderingtips

Receive 10 emails across 10 days featuring plenty of helpful tips.