Send the quote, then follow up on a fixed schedule: a same-day confirmation, a day-two check, a value reminder around day five, an expiry note, and a final close-the-loop message. Each touch has one job and one easy way to reply. The goal is a clear answer, not a hard sell.
You did the site visit. You measured, thought it through and wrote a real quote. Then you waited. A week later you are not sure whether to call, and calling feels awkward. So you do nothing, and someone else's follow-up wins the job.
The awkwardness goes away when follow-up is a process rather than a mood. A customer who gets the same polite touches from you every time learns that you are organized. That is exactly what they want in someone who will be working at their house.
Principles before templates
- One purpose per message. Confirm, remind, answer a question, or close the loop. Never all four at once.
- Make replying effortless. Ask a question that can be answered in a few words.
- Use the channel they used. If they texted you first, text them. If they emailed, email. Mix in a call at the point where a voice helps.
- Have an ending. A sequence that ends with a graceful close respects their time and gives you an honest pipeline.
- Do not invent urgency. If your price is good for 30 days, say so. If it is not, do not pretend.
The six-touch sequence
This is a starting point for residential trades work such as roofing, HVAC, plumbing, remodeling and fencing. Larger commercial bids move slower, so stretch the timing. Adjust the days to fit your typical decision cycle.
| Touch | Day | Channel | Purpose | Sample wording |
| 1 | Day 0 | Email or text with the quote attached | Confirm it was sent and set expectations | Hi [Name], here is the quote we discussed for [job]. It covers [scope]. I will check in Thursday to see if you have questions. Best Regards, [Your name] |
| 2 | Day 2 | Text or phone call | Check that it arrived and answer questions | Hi [Name], did the quote come through okay? Happy to walk through any line item. Best Regards, [Your name] |
| 3 | Day 5 | Add value: a relevant answer, a photo, or a note on scheduling | Hi [Name], one thing worth mentioning: [short useful detail about the job or the schedule]. If it helps, I can hold a start date for you. Best Regards, [Your name] | |
| 4 | Day 9 | Phone call, then a text if no answer | Talk to a person and find any real objection | Hi [Name], I tried you by phone. Is there anything about the quote you would like me to adjust or explain? Best Regards, [Your name] |
| 5 | Day 13 | Email or text | Note the quote validity date honestly | Hi [Name], a quick note that this quote is valid through [date]. After that I would need to re-check material and schedule. Best Regards, [Your name] |
| 6 | Day 18 | Close the loop politely and leave the door open | Hi [Name], I will assume the timing is not right and close this out for now. If plans change, reply here and we will pick it back up. Best Regards, [Your name] |
Notes on each touch
Touch 1: send it fast and set the next step
A quote that arrives two days after the visit has already lost ground. Send it as soon as it is ready, and name the day you will check in. That single sentence gives you permission to follow up later.
Touch 2: the friendly delivery check
Emails land in spam and text threads get buried. This message is not a push. It confirms the quote was received, and it invites questions. Most replies at this stage are short and useful.
Touch 3: add something, do not just nudge
Only "checking in" messages train people to ignore you. Give them a reason to open it: an answer to a question they asked, a note about your schedule, or a short explanation of why one option costs more. Keep any claims about your work honest and specific to their job.
Touch 4: a real conversation
By now you want a voice. Ask what would make this an easy yes. You may hear that they are waiting on another bid, need to talk to a spouse, or think the price is high. All of those are useful. A price objection can be answered with a scope change instead of a discount.
Touches 5 and 6: honest deadline, then closure
An expiry date is fair when it is real. Materials and labor change. The final message is where many owners feel rude, but it often gets the best response. People reply to a close-out note with a decision, or with "hold on, let us talk this week."
Texting and calling: consent
Sending texts to prospects raises real consent rules under the TCPA. If someone gave you their number to get a quote, make sure your form or intake process records that they agreed to be contacted by text and phone, and keep a way for them to opt out. Do not add people to marketing texts because they asked for a price. This is not legal advice, so check the specifics with your own counsel before you automate any messages.
What to track
You do not need a dashboard. A simple sheet works: customer, quote date, amount, last touch, next touch, and status. Once a week, look at anything past its next-touch date. When an item reaches touch six, mark it won, lost or dormant, and add a note about why if you know. After a month you will see patterns, such as quotes that die after the third touch or objections that repeat.
Where automation helps and where it does not
The timing and the reminders are ideal for automation. Touches 1, 3, 5 and 6 can be scheduled to go out on their own with your review, and touches 2 and 4 can be surfaced as tasks with the customer's details ready. What should stay human is the conversation, the objection handling and the decision to adjust a scope.
Some contractors run this from a spreadsheet and a calendar, which is fine. Others want it built into the rest of the business, and a TradeOS pilot is running for a Texas owner-operator business. If you would rather map your own process first, reach out and we can start there.
This sequence also depends on your site sending good leads in the first place. Reach out if you want a look at what your front end should be doing here, and the follow-through problem explains why this stage matters so much.
Common mistakes
- Following up only when you remember, which means never on the busy weeks.
- Sending five messages that all say "just checking in."
- Skipping the phone call because it feels intrusive.
- Discounting on the first objection instead of finding out what it is.
- Never closing the loop, so dead quotes clutter your pipeline.
What to do this week
- List every quote you sent in the last 30 days and its last contact date.
- Send touch 2 or touch 4 to the three most recent open quotes.
- Copy the table into a document and adjust the wording to sound like you.
- Add a valid-through date to your quote template.
- Confirm your form captures consent before you text anyone.