Estimate follow-up texts you can copy
Send a short text the same day the estimate goes out, check in two or three days later, follow up once more about a week out, then send one final check-in that closes the loop. Text only customers who asked for the estimate, write to each one personally, and stop as soon as anyone asks you to.
This is general guidance, not legal advice. The timing below is a common approach, not a proven rule, and every message is an example: change the wording to sound like you.
When to follow up: the short version
- Same day: confirm the estimate arrived.
- Two or three days later: check in and offer to answer questions.
- About a week later: one more nudge.
- Final check-in: close the estimate for now, and leave the door open.
That's three or four short messages over about two weeks. Common reasons a homeowner goes quiet: the price surprised them, they picked someone else, or they'd rather skip an awkward "no." Many tradespeople say short texts that make "no" easy to say go over better, and that daily texts or arguing after a "no" tend to backfire.
Copy any message below, fill in the [brackets], and send it from your own phone. Use the Copy button if your browser shows one.
Before the first text: make the estimate easy to say yes to
A follow-up works best when the estimate itself already answers the obvious questions. Our guide on how to write a contractor estimate covers scope, line items, and what's not included. If you don't have a format yet, start with the free estimate template or one of the estimate templates by trade.
A valid-until date, the deposit, and how to pay
Put a valid-until date on the estimate, say how much deposit you need and when, and include how they can pay you. Then your follow-ups can point to plain facts instead of pressure. See how to ask for a deposit for wording.
Want to try it now? The free version already works in your phone's browser: estimates, invoices, job photos, your own payment link, and a PDF you can send. No account needed. It saves only on this device, so download a backup from Settings now and then.
Same day: confirm it arrived
The first text just makes sure the estimate didn't land in a junk folder and tells them how to reach you.
Estimate sentHi [Name], it's [Your name] with [Business]. I just sent the estimate for [job] to [your email / this number]. Any questions, just reply here.
After a site visitThanks for having me out today, [Name]. Your estimate for [job] is in your [email / texts]. It's good through [valid-until date]. Happy to explain any line.
Two or three days later: check in
Keep it to one question. Offering a call helps customers who'd rather talk than read.
Did it come through?Hi [Name], [Your name] from [Business]. Did the estimate for [job] come through OK? I can walk you through it by phone if that's easier.
Offer a start dateHi [Name], checking in on the [job] estimate. I have an opening [day or week] if the timing works for you. Want me to hold it?
Only offer an opening you really have.
About a week later: one more nudge
Ask what would help them decide. If the estimate has a valid-until date, a plain reminder of it is fair. Don't invent a deadline that isn't on the estimate.
Ask what would helpHi [Name], [Your name] again. Is there anything about the [job] estimate I can clear up: the scope, the timing, or the price?
Valid-until reminderHi [Name], a quick heads-up that the [job] estimate is good through [date]. If you need more time, let me know and I'll check whether the price can hold.
Final check-in: close the loop
The last message says you'll stop, and means it. It gives the customer an easy, no-pressure way to come back later.
Close the loopHi [Name], I'll close out the [job] estimate for now so I'm not filling up your phone. If you want to go ahead later, reply here and I'll update it.
After that, stop texting about this estimate.
When they reply with a reason
The price is too high
Ask what's behind it before you cut anything. A smaller version of the job is often fairer to both of you than dropping your rate.
Price too highThanks for telling me, [Name]. Is it the total, or one part of the job? I can price a smaller version, like [option], if that would help.
They're waiting on a spouse or partner
Make it easy for them to share the details, and let them pick when you check back.
Waiting on a spouse or partnerNo rush, [Name]. Want me to send a short summary (scope, total, timing) you can share with [your spouse / partner]? When should I check back, or would you rather text me when you're ready?
They replied once, then went quiet
Pick up where you left off, and give them two easy answers.
Replied once, then quietHi [Name], last time we talked you were [checking dates / comparing options]. Still thinking about the [job], or should I close it out? Either answer is fine.
If the answer is "we went with someone else," thank them and leave it there. A gracious reply keeps the door open for the next job.
Texting the right way
Only customers who asked, one to one, at sensible hours
As good practice, text only people who asked you for the estimate and gave you their number. Write to each one personally rather than sending a mass or automated text, and keep to normal daytime hours.
Texting rules vary by state and get stricter for marketing, bulk, or automated texts. If you plan to text that way, check the rules where you work first.
When someone asks you to stop
Stop right away. If you reply at all, send one short note and nothing more:
After a stop request (send once)Understood, [Name]. I won't text you about this again. Thanks for letting me know.
This is general guidance, not legal advice.
Prefer email? Use the same wording
Every message above works as a short email too. Add a subject line like "Your estimate for [job]" and attach or link the estimate again so they don't have to search for it.
Already did the job and waiting to be paid? See following up on an unpaid invoice.
Frequently asked questions
How soon should I follow up after sending an estimate?
Send a short note the same day so they know it arrived, then check in two or three days later if you haven't heard back.
How many follow-up texts is too many?
A common approach is three or four messages over about two weeks, ending with a final check-in that closes the estimate. Stop sooner if they decline or ask you to stop.
Is it OK to text a customer about an estimate?
As good practice, text only customers who asked you for the estimate and gave you their number, write to each one personally rather than sending a mass text, keep to reasonable hours, and stop as soon as anyone asks you to. This is general guidance, not legal advice.
Should I offer a discount when I follow up?
Ask what's behind the hesitation first. If it's budget, offering a smaller scope can keep the job fair to both sides without cutting your rate.
What if they say they need to talk to their spouse?
Offer a short written summary they can share, and ask when they'd like you to check back.
What if they never reply?
Send one final check-in saying you'll close the estimate for now and that they can reply anytime. Then stop.
Keeping track of follow-ups
Most solo trades keep follow-ups in their head, a notebook, or a spreadsheet with a next-contact date. Whatever you use, write down the date you sent each estimate and each text. If you're weighing a printable template against an app, see template or app?
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