Lead Generation
Estimate Follow-Up Text Templates for HVAC, Plumbing, Electrical and Roofing
Most estimates don't get a yes on the spot. Use these copy-paste follow-up texts for day 1, day 3 and day 7, answering questions and a final check-in, plus trade-specific versions for HVAC, plumbing, electrical and roofing and the basics of consent.
Teckovia Editorial · OPERATIONAL FIELD NOTES ·
You walked the job, wrote a fair estimate and sent it over. Then nothing. The homeowner isn't saying no. They're busy, comparing quotes or waiting to talk it over with someone. A short, friendly text at the right time is often all it takes to restart the conversation.
A good estimate follow-up text is short, personal and specific. It names the customer, the job and the estimate, offers one easy next step and makes it simple to say no or opt out. Send the first one within a day of the estimate, then check in around day 3 and day 7, and stop once the customer decides.
Why text works for estimate follow-up
A text is easy to read between other things and easy to answer with a word or two. It also keeps a written record of what was offered, which a voicemail doesn't.
The hard part isn't writing one text. It's sending the right one every time, for every open estimate, without someone having to remember. That's what automated estimate follow-up is for: each open estimate gets a short sequence, and the sequence stops as soon as the customer replies or books.
Follow-up works best when the first contact went well. If customers are dropping off before they ever get an estimate, start with our guide to cutting friction when booking jobs.
Before you send: consent and opt-outs
This is general information, not legal advice. Talk to your attorney and your texting provider about your specific setup.
Under the Telephone Consumer Protection Act, the FCC says texts sent to a mobile phone with an autodialer generally need the owner's prior consent, and that commercial texts require written consent. It also says people can opt out at any time and in any reasonable way. Business texting from a regular local number also runs through a carrier system called A2P 10DLC, which Twilio describes as the standard US carriers use to make sure that kind of traffic is verified and consensual. Businesses register through their messaging provider, not directly with The Campaign Registry.
| Step | What to do |
|---|---|
| Get consent | Ask for permission to text about the estimate on your form, on the call or in writing, and record when and how you got it |
| Identify yourself | Put your business name in the first text of every conversation |
| Offer an opt-out | Include "Reply STOP to opt out" in automated messages |
| Honor opt-outs fast | Stop all texts to that number as soon as someone opts out, however they say it |
| Register your number | Ask your texting provider about 10DLC registration before sending automated texts |
| Keep it about the job | Follow up on the estimate they asked for; don't add unrelated promotions |
A simple follow-up cadence
Four or five well-timed texts cover most estimates. Stretch the timing for bigger projects, where customers often need more time.
| When | Goal | Template to use |
|---|---|---|
| Day 1 (same day or next morning) | Confirm they got the estimate and invite questions | Day 1: estimate sent |
| Day 3 | Answer common questions and offer to walk through options | Day 3: check-in |
| Day 7 | Make scheduling easy | Day 7: ready to schedule |
| Anytime they reply with a question | Answer it and offer the next step | After a question |
| Around day 14 | Close the loop politely | Final check-in |
Stop the sequence the moment the customer books, declines or asks you to stop. Nothing hurts trust faster than a "Still interested?" text after they've already said yes.
Copy-paste estimate follow-up text templates
Swap in your details where you see brackets. Each template is under 300 characters, so it reads like a normal text.
Day 1: estimate sent
Hi [Name], it's [Your name] with [Company]. Thanks for having us out today. Your estimate for [job] is here: [link]. Any questions, just reply to this text. Reply STOP to opt out.
Day 3: check-in
Hi [Name], [Your name] from [Company] here. Have you had a chance to look over the [job] estimate? Happy to walk through the options or adjust the scope if that helps. Reply STOP to opt out.
Day 7: ready to schedule
Hi [Name], it's [Company]. If you'd like to move ahead with the [job], we have openings [day/time] and [day/time]. Reply with the one that works and we'll lock it in. Reply STOP to opt out.
After a question
Good question, [Name]. [Short, honest answer]. If it's easier to talk it through, I can call you today or tomorrow. What time works best?
Final check-in
Hi [Name], [Company] here. I don't want to keep bugging you about the [job] estimate. If you've gone another way, no problem. If you still want it done, just reply and we'll pick it up. Reply STOP to opt out.
The final check-in matters. It gives the customer an easy way to say "we went with someone else," which tells you to stop, and it often gets a reply from people who simply forgot.
Trade-specific versions
These variants swap in the details that matter most for each trade. Use them in place of the day 3 text.
| Trade | What customers often weigh | What the text should mention |
|---|---|---|
| HVAC | Repair vs replace, comfort, season timing | Options in the estimate and when you can install |
| Plumbing | Urgency, mess, water heater choices | How soon you can do it and what's included |
| Electrical | Safety, permits, inspection timing | Who handles permits and how scheduling works |
| Roofing | Weather, insurance claims, project length | Inspection findings and how you handle the claim process |
HVAC
Hi [Name], [Your name] at [Company]. Just checking in on the [system] estimate. If you're weighing repair vs replacement, I'm happy to go over the pros and cons of each option by phone. Reply STOP to opt out.
Plumbing
Hi [Name], it's [Company]. Following up on your [water heater/repipe] estimate. We can usually schedule this within [timeframe], and cleanup is included. Want me to hold a time for you? Reply STOP to opt out.
Electrical
Hi [Name], [Company] here about your [panel upgrade/job] estimate. We handle the permit and inspection scheduling, so you don't have to. Any questions before you decide? Reply STOP to opt out.
Roofing
Hi [Name], [Your name] with [Company]. Checking in on the roof estimate and the photos we shared. If you're working with your insurance company, I'm happy to walk through what we found. Reply STOP to opt out.
Only promise what you actually do. If you don't include cleanup or handle permits, change the line.
Worked example: a water heater estimate
Here's how a sequence might play out for a plumbing estimate. It's an illustration, not a real customer. See how this fits a 24/7 plumbing answering service and the other trade pages for HVAC, electrical and roofing.
| Day | What happens | Next step |
|---|---|---|
| Day 0 | Tech quotes a water heater replacement; customer agrees to texts on the visit | Estimate sent by text with a link |
| Day 1 | Day 1 text goes out | No reply |
| Day 3 | Plumbing variant goes out | Customer asks if a larger tank is an option |
| Day 3 | Office answers with the larger-tank price and offers two install times | Customer picks Thursday morning |
| Day 4 | Appointment confirmed by text | Sequence stops; no more follow-up texts |
The day 3 question was the turning point. A real answer and real times turned a quiet estimate into a booked job.
Tips that make follow-up texts work
- Send from a number customers recognize. Use the same number you called or texted from before.
- Answer replies fast. A customer who writes back with a question is ready to talk. The same speed to lead habits that win new inquiries win quotes too.
- One ask per text. Questions, a time slot or a yes/no, not all three.
- Send during reasonable hours. Mid-morning and early evening are easier to read than late at night.
- Hand off when it gets complicated. Pricing questions, financing or scope changes are better handled by a person on the phone.
- Track results by template. Reply rate and booked jobs per template show which messages to keep.
The same approach helps earlier in the process too. Missed call text back catches callers before they ever get an estimate, and an AI receptionist can answer the questions that come in when your team is in the field.
Frequently asked questions
How soon should I follow up on an estimate? Send the first text the same day or the next morning, while the visit is still fresh. Then check in around day 3 and day 7.
How many follow-up texts are too many? For most estimates, four or five texts over about two weeks is plenty. Stop as soon as the customer books, declines or opts out.
Do I need permission to send estimate follow-up texts? Generally, yes, for automated texts. Get consent when the customer requests the estimate, record it, and include opt-out wording. Check the details with your attorney and texting provider.
Should every text include "Reply STOP to opt out"? Include it in your automated messages. A personal reply to a customer's question in an ongoing conversation usually doesn't need it, but follow your provider's rules.
What if the customer says they went with someone else? Thank them, stop the sequence and mark the estimate as lost with the reason. That reason helps you improve future quotes.
Turn quiet estimates into booked jobs
Pick the five templates above, adjust them to your voice and set them to stop the moment a customer replies or books. Teckovia automates estimate follow-up, texts back missed callers, answers calls 24/7 and books appointments for HVAC, plumbing, electrical and roofing businesses.
Book a live demo and see how it would handle your calls.