How to Reply to an Inquiry Email: 10 Templates

To reply to an inquiry email, answer their question in the first two lines, ask the one thing you need to know, and end with a single next step. "Thank you for your inquiry" can open it, as long as the answer follows. Below are 10 templates to copy, grouped by what the inquiry asks for.

Reply the same day if you can. Speed to lead covers why the first hour matters and how small teams get there. If you can't answer yet, acknowledge the email with a date instead.

Price and quote inquiries

When they ask what it costs

Use it when the price is fixed or published.

Subject: Re: [Their subject]

Hi [First name],

Thanks for your inquiry. [Product or service] is [price] [per month / per person / one-off], and that includes [the two things people ask about most].

Most [customers / teams / students] in your position choose [option], because [one-line reason]. Is that close to what you need, or is your situation different?

If it helps to talk it through, you can book 15 minutes here: [booking link].

[Your name]

When the price depends on the details

Use it when you can't quote until you know more. Ask for every detail at once so they can answer in one email.

Subject: Re: [Their subject]

Hi [First name],

Thanks for reaching out about [product or service]. Prices usually run from [low] to [high], depending on [the main factor].

To send an exact quote, I need [quantity or scope], [the date you need it by] and [delivery location or spec]. Reply with those and I'll send the quote by [day].

[Your name]

Note: for supplier quote requests with line items and lead times, use the RFQ response templates.

Questions about a product, service or program

When they ask whether it fits their case

Use it when the inquiry is "can you do X for me". If the answer is no, skip to the decline template below.

Subject: Re: [Their subject]

Hi [First name],

Yes, [product or service] handles [their case]. [One sentence on how, with a concrete detail.]

One thing to check first: [the requirement that rules people out, e.g. it works with X but not Y]. Does that match your setup?

If it does, the next step is [trial / demo / sample], and you can start here: [link].

[Your name]

When a prospective student asks about a program

Use it for course, program and certification inquiries that come in from a form. The same shape works for any education or certification program.

Subject: Re: [Program name] inquiry

Hi [First name],

Thanks for your interest in [program name]. It's [online / in person / hybrid], takes [length], and the next cohort starts [date]. Tuition is [amount], and you can [payment option, e.g. pay in three monthly installments].

[Credit or accreditation detail, e.g. The program is approved for 30 continuing education hours.]

So we can point you to the right track, what's your current role, and when are you hoping to start? If you'd like to talk to an advisor, book a time here: [booking link].

[Your name] [Title], [School or program]

Note: if applications close soon, add the date: "Applications for the [month] cohort close on [date]."

When they ask about availability or a booking

Use it for dates, slots, rooms and appointments.

Subject: Re: [Their subject]

Hi [First name],

Thanks for your inquiry. [Date or slot] is [available / taken]. [If taken: The closest openings are [option 1] and [option 2].]

For [number of people or the service], the total comes to [price], including [what's included]. I can hold it for you until [date and time].

Would you like me to book it? Reply with [names, address, phone number] and I'll send the confirmation.

[Your name]

Next steps and documents

When they're ready to go ahead

Use it the moment they say yes, so nothing waits on a second round of questions.

Subject: Next steps for [product, program or booking]

Hi [First name],

Great to hear you'd like to go ahead. First, [step one, e.g. fill in the application form: link]. Then send us [document 1], [document 2] and [document 3].

Once we have those, we'll [confirm your place / send the contract / schedule the work] within [timeframe].

If anything's unclear, reply to this email and I'll sort it out.

[Your name]

When you need something from them before you can answer

Use it when the right answer depends on a document or detail they haven't sent.

Subject: Re: [Their subject]

Hi [First name],

Thanks for your question about [topic]. The answer depends on [factor], so could you send [the document or detail, e.g. a copy of your transcript / a photo of the part / your current plan]?

Once I have it, I'll get back to you by [day] with [what they'll receive].

[Your name]

Inquiries you can't take on

When you can't help yet

Use it when you're full, closed for the season or not yet open in their area.

Subject: Re: [Their subject]

Hi [First name],

Thanks for getting in touch. We're [fully booked until / not taking new clients until / not yet running the program in] [date or place].

I can [add you to the waitlist / let you know when the next cohort opens / hold a slot for [date]]. Would you like that?

[Your name]

When it isn't a fit

Use it when you don't offer what they need. A referral leaves them with somewhere to go.

Subject: Re: [Their subject]

Hi [First name],

Thanks for thinking of us. We don't [offer the thing they asked for / take on projects under [size] / serve your area], so we're not the right fit for this one.

[Another provider or resource] does [what they need], and you can reach them at [link or contact].

If you need [what you do offer] later, I'd be glad to help.

[Your name]

Follow up when the lead goes quiet

Two or three days after your reply

Use it in the same thread, so your first answer sits right below it.

Subject: Re: [Their subject]

Hi [First name],

Following up on my note about [product, program or booking]. [One new useful detail, e.g. The spring cohort has six places left / I've attached the spec sheet you asked about.]

Is [the next step] still something you're considering? A one-line reply either way is fine.

[Your name]

Note: send one follow-up, two at most, and stop as soon as they answer.

Phrases to use and to avoid

An automatic receipt can buy you a few hours. The real answer still has to follow, and these automated email responses show how to set a reply time in the receipt.

If inquiries arrive faster than you can answer them

If your answers already live in a price list or a program guide, InboxPilot (we make it) drafts each reply in Gmail or Outlook from those documents. The draft can end with your qualifying question and booking link, and a person approves it before it sends.

When your form sets Reply-To to the prospect, the draft is addressed to them. It doesn't book meetings, so the reply carries your calendar link. The 7-day free trial covers up to 100 drafted replies, and Starter is $39 a month for 300 conversations.