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Templates

Estimate follow-up email templates contractors can actually use

Three follow-ups that cover almost every quote: the check-in, the one that answers hesitation, and the one that closes the loop. Copy them, swap in your job and your number, send.

What makes a follow-up get answered

  • Name the job and the number. A specific reference proves it's you and not a mass email.
  • Give them something new. Scope options, schedule availability, a rebate, a phased price. “Just checking in” gives them nothing to reply to.
  • Ask one question. Two questions is a task; one question is a reply.
  • Make no easy. People answer faster when declining is allowed.
  • Keep it short. They're reading it on a phone.

1. First follow-up — send 2–3 business days after the estimate

Purpose: confirm it arrived and open the door to questions. Attach the estimate again. Don't ask for a decision yet.

Subject

Your kitchen remodel estimate ($22,400)

Hi Sarah — just making sure the estimate I sent Tuesday came through okay.

It covers the cabinet replacement, countertops, and the electrical work for the island. I attached it again here so you don't have to dig for it.

Any questions on the scope or the number?

— Mike, Hollis Remodeling

Subject

Water heater quote — 412 Elm St

Hi Dan — checking that the water heater replacement quote ($2,150) landed in your inbox.

That's for the 50-gallon unit we talked about, including haul-away of the old tank and the new expansion tank code requires.

Want me to hold a slot for next week while you decide?

— Ray, Ray Plumbing

2. Second follow-up — about a week later, when they're hesitating

Purpose: address the real reason for the pause — usually price, scope, or timing — without discounting reflexively. Offer a smaller scope, a phase, a payment option, or your schedule.

Subject

Options on the roof replacement

Hi Michelle — following up on the tear-off estimate ($14,200).

If the full replacement is more than you want to take on this year, I can quote the south slope on its own and leave the rest for next season. That usually lands around half the cost and buys you time.

Want me to price that out so you can compare?

— Tony, Vance Roofing

Subject

AC replacement — rebate and financing

Hi Karen — thinking about your system again.

Two things worth knowing: the utility rebate on the higher-efficiency unit is still open, and we do 12-month financing if spreading it out helps. That would put the $7,950 replacement at a manageable monthly number.

Happy to send both options side by side if that's useful.

— Ray, Ray's HVAC

3. Close-the-loop follow-up — 2–3 weeks after that

Purpose: get a decision either way so you can stop carrying it. Give explicit permission to pass. This is often the message that gets the most replies.

Subject

Closing out the deck estimate?

Hi Sarah — last note from me on the deck rebuild.

If you've gone another direction, that's completely fine — just reply "passing" and I'll close the file. If it's still something you want done this year, let me know and I'll hold the number as quoted.

Either way, thanks for having me out.

— Mike, Hollis Remodeling

Subject

Should I close out your sewer line quote?

Hi Dan — I don't want to keep landing in your inbox about the sewer line replacement.

I'll close it out at the end of the week unless I hear otherwise. If the timing just isn't right, tell me roughly when and I'll check back then instead.

— Ray, Ray Plumbing

Short text-message versions

If the customer texted you first, text the follow-up. Same rules, fewer words.

Hi Dan, it's Ray. Sent the water heater quote Monday ($2,150) — just checking it landed. Questions?

Hi Michelle — if the full roof is too much this year I can quote the south slope on its own. Want that number?

Hi Dan — last one from me on the sewer line. Still interested, or should I close it out? Either's fine.

Templates only work if you remember to send them

The hard part was never the wording. It's knowing which of the thirty estimates you sent last month has gone quiet.

How QuoteBack helps

QuoteBack is a Chrome extension that tracks your open estimates, flags the ones where follow-up is due, generates a personalized draft that references the real job and amount, and opens it in Gmail for you to review and send. It records every follow-up and lets you mark quotes won or lost so you can see the revenue you recovered. It does not send email automatically and does not read your Gmail inbox.

Add to Chrome — Free

Free includes unlimited tracked estimates and 10 AI follow-ups a month.

Follow-up email FAQ

Keep reading: How to follow up on an estimate · Customer not responding to your estimate · Contractor estimate follow-up software