After sending a quote, confirm it arrived, offer to answer one specific question, and close the loop if the customer goes quiet. Use the channel they used or asked you to use, and stop when they decline or ask you to stop.
The next business day, confirm delivery
Check the email address or number before following up. If the quote went to the wrong inbox, offer to resend it.
Hi [first name], this is [your name] from [company]. Did the estimate for [job] come through? I can resend it if it didn’t arrive.
Two to three business days later, offer to explain the quote
Use this when there’s still no reply. Pick one detail that helps the customer decide, such as what the HVAC replacement includes or whether the plumbing quote covers cleanup.
Hi [first name], I’m checking in on the [job] estimate. Would it help if I walked you through what’s included or answered a question about timing?
About a week after sending, close the loop
Make the next step clear. If pricing or availability can change, explain that before committing to a new date or price.
Hi [first name], I’m closing out my follow-up on the [job] estimate for now. If you’d like to revisit it, reply here and I’ll confirm current pricing and availability.
Use one tracker for every open estimate
Record the job, date sent, status, last contact, next action and who owns it. For example, a plumbing office can mark a water-heater estimate as sent on Monday, confirm delivery Tuesday, and remove the next reminder as soon as the homeowner replies. Adjust the timing for urgent work or a date the customer already requested.
Get the Contractor Follow-Up Kit
The $49 download includes 20 editable messages, a follow-up schedule and a lead tracker for missed calls, scheduling and estimates.