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Estimates went quiet

Follow up on estimates without chasing everyone

Check where each open estimate really stands, then write one follow-up that fits.

Why it matters

47% of contractors doing $10M or more say following up on unsold estimates brings in 11 to 15% of their income.

Source: ServiceTitan, 2025 Residential Services Report

Use it when

An estimate has been out three to five days with no answer. Before you text, check it was not declined or already followed up.

The instruction

Copy it into ChatGPT, Claude, Gemini or Copilot and fill in the [brackets]. The rules at the end are what stop it from guessing.

The instruction
Write a short, no-pressure follow-up text on an estimate. First, if anything below says it was declined or already followed up, tell me instead of drafting.
Customer first name: [name]
Estimate was for: [job]
Sent on: [date]
What happened since: [no reply / they said they'd think / already texted once]
What they seemed unsure about: [price, timing, not sure]
Rules: use only the facts I give you and my business fact sheet if I shared it. Do not invent prices, warranty terms, diagnoses, code requirements, dates or promises. Mark anything I did not confirm with [brackets] and list it under the draft. Keep it short and friendly, like a local business owner wrote it. Write the draft first, then ask me at most one question.
Get better drafts with your business fact sheet →

Worked example

What you paste

Customer: Dana. Estimate for repiping the upstairs bathroom, sent last Tuesday. Since then: no reply. She said she wanted to think about the price.

Example draft

Hi Dana, it's [your name] from [business]. Just checking you got the estimate for repiping the upstairs bathroom. Happy to walk through it or answer any questions about the price. No rush, just let me know. For you: I did not offer a discount or payment plan. If you have one, tell me and I will add it.

Confirmed

  • Dana
  • Upstairs bathroom repipe
  • No reply since last Tuesday

Check before sending

  • Your name and business name
  • Whether you offer financing

Check before you send

  • No discount or financing appears unless you really offer it.
  • It sounds like you, not a sales script.
  • You checked it was not declined or already followed up.

If something is off

Ask for one change and see the whole draft again.

If something is off
We do offer financing through our lender for jobs over $2,000. Add one short line about it and keep the rest.

You might already have this

Jobber and Housecall Pro can send estimate follow-ups automatically. If you pay for that, turn it on first and use this for the ones that need a personal note.

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Sources