A homeowner who asked for a quote had a reason. Between the day you sent it and the day they decide, a few things happen: they get two other quotes, they talk to a spouse, they get busy, the problem gets slightly better or worse. If your quote is the one they last heard from, with a clear next step, you have a better chance. If it is a PDF in an inbox from two weeks ago, you do not.
The sequence below is four messages over three weeks. Each one has a job. None of them is "just checking in."
Note on texting. Text only customers who gave you their mobile number and agreed to messages, honor any "STOP" reply right away, and keep follow-ups about their own estimate separate from marketing blasts. Consent rules for business texts are set by the FCC and change over time; have an attorney review your texting practices.
The calendar
| When | Channel | Job of the message |
|---|---|---|
| Day 0, within 2 hours of the visit | Deliver the estimate and the single next step | |
| Day 1 | Text | Confirm they got it, offer to answer questions |
| Day 3 | Answer the question most customers have, add proof | |
| Day 7 | Text or call | Ask for a decision, offer a specific time |
| Day 21 | Close the file politely, leave the door open |
Adjust the days to the size of the job. A $300 repair decides in days. A $15,000 system replacement can take weeks.
The templates
Replace the bracketed parts. Keep the messages short; customers read them on a phone.
Day 0: the estimate email
Subject: Your estimate for [job] at [street name]
Hi [first name],
Thanks for having us out today. Your estimate for [job] is attached and summarized here:
What's included: [one sentence on scope, warranty].
To go ahead, reply to this email or call [phone], and we'll book a time that works for you. The first openings right now are [day] and [day].
[Your name], [Company]
The available dates do real work. They make the next step concrete, and they are honest pressure: open times do fill.
Day 1: the text
Hi [first name], it's [your name] from [Company]. Just making sure our estimate for [job] reached you. Happy to answer any questions by text or a quick call.
Day 3: the email that answers a question
Pick the question you hear most for this job type. For example:
Subject: About the [job] estimate: [the common question]
Hi [first name],
A question we often get on [job] is [question, for example "why the price is higher than a basic repair"]. The short answer: [two or three sentences, plain language].
If it helps, here are photos from the visit showing [what you found].
Your estimate is good until [date]. Reply here or call [phone] when you're ready.
[Your name]
Day 7: the decision text
Hi [first name], [your name] from [Company] again. I have an opening [day] at [time] for the [job]. Want me to hold it for you? If you've gone another way, no problem, just let me know and I'll close out the estimate.
Giving the customer an easy way to say no matters. A clear "no" lets you stop following up and frees your attention for live quotes. It also gives people who meant to reply an easy reason to.
Day 21: the close-out email
Subject: Closing out your [job] estimate
Hi [first name],
I haven't heard back, so I'll assume the timing isn't right and close out this estimate. If anything changes, reply to this email and we'll pick up where we left off. The price is good until [date].
Thanks again for considering [Company].
[Your name]
What to track
The point of a sequence is that you can measure it. Track three numbers per month.
The close rates above are invented to show the math. Measure your own: run the sequence for two months and compare close rate with the two months before. The quoting and estimates guide covers what goes into the estimate itself, and field service pricing covers the price.
How to adapt it
Small repairs (under a few hundred dollars). Compress to Day 0, Day 1 and Day 3. Most decide fast or not at all.
Large replacements and installs. Stretch to Day 0, 2, 5, 10, 21 and 45. Add a call from the person who did the visit at Day 5. Financing questions often decide these, so answer them in the Day 3 email if you offer financing.
Commercial bids. Replace texts with calls to the decision maker, and ask on Day 0 when they expect to decide. Follow up the day after that date.
Seasonal timing. In a slow month, the Day 7 text with a specific open time is easy to send, because you actually have the time. Working old estimates is on our slow season checklist for that reason. Large jobs also move your average ticket, so track close rate separately for big and small quotes. Our guide to customer communication covers the rest of the conversation from booking to follow-up.
If the customer books online, CrewLink's booking page offers only start times a qualified tech can actually reach, and can take a deposit at booking for services that require one. That turns "reply to book" into a link. The follow-up messages above still have to come from you.
What to take away
- Send four or five follow-ups on a calendar, each with a specific job, not "just checking in."
- Name real open dates; they make the next step concrete.
- Make it easy to say no, then close the file politely.
- Measure close rate before and after, using your own numbers.
Common questions
How soon should you follow up on an estimate?
Send the estimate itself within a few hours of the visit, and a short text the next day to confirm it arrived. After that, space follow-ups out over two to three weeks for most residential jobs.
How many times should you follow up on a quote?
Four or five contacts over three weeks covers most residential estimates. Larger jobs can justify a longer sequence. Stop when the customer says no or asks you to stop.
What should a quote follow-up email say?
One clear purpose per message: confirm receipt, answer a common question, offer a specific time, or close the file. Include the price summary, when the quote expires, and how to accept.
Is it okay to text customers about an estimate?
Generally, if they gave you their mobile number and agreed to texts, and you honor opt-out replies. Texting rules come from the FCC and change, so have an attorney review your practices before you automate messages.