Most estimates don't die because the customer said no. They die because nobody followed up twice. This pack gives you the messages, already written, in both text and email.
What's inside
- 4 follow-ups (day 1, 3, 7, 14) as text and as email
- 3 revival messages for estimates that went quiet
- A one-line rule for when to stop
How to use this
- Send the estimate, then put the four follow-up dates on your calendar right then, not later.
- Swap the [brackets] for your details. Keep your own voice; shorter is better.
- Stop the sequence the moment they reply, book, or say no. A reply from them beats any template.
Texting customers? Make sure you have their permission to text them and that you honor opt-outs. The rules vary, so check them for your situation. These templates assume you already have that.
Day 1: Did it arrive?
The goal is not to sell. It is to confirm they got it and make a reply easy.
Day 1 text
Hi [Name], it's [Your name] from [Business]. I sent your estimate over for [job]. Did it come through okay? Happy to answer any questions.
Day 1 email
Subject: Your estimate for [job]
Hi [Name], Just making sure the estimate for [job] reached you. If anything in it is unclear, reply here or call me at [phone] and I'll walk you through it. Thanks, [Your name] [Business]
Day 3: Make it easy to say yes
Day 3 text
Hi [Name], [Your name] at [Business] again. Any questions on the estimate? If it helps, I can hold [date or time slot] for you while you decide.
Day 3 email
Subject: Questions on your [job] estimate?
Hi [Name], Checking in on the estimate for [job]. The questions I hear most are about [timeline], [what's included], and [payment options]. Happy to cover any of them. If you'd like to move forward, I can hold [date] for you. [Your name] [Business]
Day 7: Offer a reason to decide
Only use a deadline if it's real, such as a booked-up calendar or a material price that expires. A fake deadline costs you trust.
Day 7 text
Hi [Name], my schedule for [month] is filling up and I'd like to get you on it if you're still interested in [job]. Want me to pencil you in?
Day 7 email
Subject: Scheduling [job] for [month]
Hi [Name], My calendar for [month] is filling up, and I wanted you to have first pick of the open dates for [job]: [date options]. Just reply with the one that works and I'll lock it in. If the timing isn't right, tell me and I'll check back later. [Your name] [Business]
Day 14: The graceful close
Day 14 text
Hi [Name], I don't want to keep bugging you, so this is my last note on the [job] estimate. If you'd like to go ahead, or want to change anything, just reply. Either way, thanks for considering us.
Day 14 email
Subject: Closing the loop on your estimate
Hi [Name], I'll close out the estimate for [job] on my end, but it's easy to reopen. If your plans change, reply to this message and I'll pick it back up. If you went another way, no hard feelings. I'd appreciate knowing what made the difference. [Your name] [Business]
Revival: estimates that went quiet
For estimates 30 days or older with no response. Send one, wait a week, and send the next only if there's still silence.
Revival 1: the check-in
Hi [Name], [Your name] from [Business]. A while back I quoted you for [job]. Is that still on your list, or did plans change?
Revival 2: something changed
Subject: Update on your [job] estimate
Hi [Name], It's been a little while since I sent your estimate for [job]. A few things have changed on our end: [new availability / updated pricing / a faster option]. If it's still something you want to do, I'd be glad to refresh the numbers. It takes me about ten minutes. [Your name] [Business]
Revival 3: the permission to close
Hi [Name], I'm cleaning up my open estimates and yours for [job] is still on the list. Should I keep it open, or take it off? No pressure either way.
When to stop: after the revival messages, one more touch at 90 days is fine. After that, let it rest. A customer who never answers four or five messages has told you something.