Guide · Estimates
How to follow up on an estimate
Most unanswered estimates aren't a no. The customer got busy. One or two easy follow-ups settle it either way.
Follow up two or three days after you send the estimate with a short question that's easy to answer. If there's no reply, follow up once more about a week later, mentioning when the price expires. After that, send a polite close-out so the customer can say no without awkwardness. Keep every message to two or three lines, from your own number, with the estimate link included.
The timing
| When | What |
|---|---|
| Day 0 | Send the estimate, ideally before you leave the job |
| Day 2 or 3 | First follow-up: a question |
| About day 7 | Second follow-up: mention the expiration date |
| Near expiration | Close-out message |
Four texts to copy
1. Two or three days later
Hi Dana, it's Mike from Ridgeline Plumbing. Did you get a chance to look at the water heater estimate? Happy to answer any questions. [link]
2. If they opened it but didn't answer
Hi Dana, Mike again. Anything on the estimate you'd like changed? I can do it with a standard tank instead if that helps the budget.
3. About a week later
Hi Dana, just a heads up that the price on the water heater estimate is good through March 14. If you'd like to go ahead, you can approve it from the link and I'll get you on the schedule. [link]
4. Close it out
Hi Dana, I'll close out the water heater estimate for now so it's not hanging over you. If anything changes, just text me and I'll update it. Thanks!
The close-out often gets the fastest reply of all, because it's easy to answer: "Thanks, we went another way" or "Sorry, can you still do it next week?"
What not to do
- Don't follow up more than two or three times. After that it feels like pressure.
- Don't drop your price unprompted. Offer a different option instead, like a smaller scope or a standard part.
- Don't send it late at night. Business hours, from your own number.
Knowing whether they've looked
If you know the customer hasn't opened the estimate, the first follow-up is really a resend. If they've opened it and gone quiet, ask what they'd change. Settle shows when the customer opened the estimate, and the Resend button reopens Messages on your phone with the link, so a follow-up takes seconds.
How long should I wait to follow up on an estimate?
Two or three days for the first follow-up, about a week for the second, and a close-out near the expiration date.
How many times should a contractor follow up?
Two follow-ups and a close-out message is plenty. More than that starts to feel like pressure.
What should I say when following up on a quote?
Ask an easy question, like whether they had a chance to look or want anything changed, and include the link so they can approve without searching.
Send your next estimate before you leave the driveway.
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