Why should you follow up on an estimate at all?
Because a customer who goes quiet usually hasn't said no. They got busy, forgot, or they're waiting on a second price. A short follow-up keeps your job in front of them and shows you're organized.
Think about what the customer sees. They asked a few people to come out. One sent a price and disappeared. One sent a price and checked in two days later with a start date. The second one feels easier to hire, even at the same price.
A good follow-up makes it easy for them to say yes, ask a question, or tell you it's a no so you can move on.
How long should you wait to follow up on an estimate?
Two or three days is a good default for most small jobs. That's long enough to not feel pushy and short enough that they still remember your visit.
Adjust it to the job:
- Urgent repairs (a leak, a door that won't lock): follow up the next day.
- Bigger projects (a deck, a bathroom refresh): give it three to four days. People talk it over at home.
- The customer gave you a date ("we'll decide this weekend"): follow up the day after that date. They told you when, so use it.
Here's a simple schedule that works for most jobs:
| When | What to send |
|---|---|
| Day 0 | The estimate, plus "let me know if you have any questions" |
| Day 2 to 3 | First nudge: did you get it, any questions? |
| Day 7 to 10 | Second check-in: offer a start date or an option |
| Day 14 to 21 | Last message: you'll close it out unless they want it |
Should you text or call to follow up?
Text first for most customers. A text is easy to answer between other things, and it leaves a written record of what you both said.
Call instead when:
- The customer told you they prefer calls.
- It's a big job and a two-minute conversation can clear up questions faster than five texts.
- You already had a good talk at the site visit and a call feels natural.
If you call and get voicemail, keep it under 20 seconds: your name, the job, and "I'll send you a text too." Then send the text. Don't call and text and email on the same day. That's where follow-up starts to feel like pressure.
What should you say in a follow-up text?
Name the job, keep it to two or three lines, and end with one question that's easy to answer. That's the whole formula.
- Name the job. They might have three estimates on their phone. "The deck repair" beats "the estimate."
- Make replying easy. A yes or no question gets more answers than "let me know your thoughts."
- Give them something useful. A start date, a way to split the job, or an answer to a question they had.
- Skip the guilt. No "just following up again" or "I haven't heard from you." Every message should read fine on its own.
Copy-paste follow-up templates
Swap in the details in brackets.
1. First nudge (day 2 or 3)
Hi [Name], it's [Your name]. Just checking that you got the estimate for the [job]. Any questions I can answer?
2. Second check-in (about a week later)
Hi [Name], [Your name] here. I have an opening the week of [date] for your [job]. Want me to hold it for you?
3. Last check-in (two to three weeks)
Hi [Name], I haven't heard back on the [job] estimate, so I'll close it out for now. If you still want it done, just text me and I'll get you on the schedule.
4. Same day, after a site visit
Thanks for having me out today, [Name]. I'll send the estimate for the [job] tonight. Anything else you'd like me to look at while I'm there?
5. When the customer said "let me think about it"
Hi [Name], no rush on the [job]. Is there anything in the estimate I can explain or adjust? For example, I could do [part one] now and [part two] later.
6. When they asked a question and went quiet
Hi [Name], about your question on [topic]: [short answer]. If that works for you, reply YES and I'll pick a date.
How many times should you follow up before giving up?
Three messages is a good limit: a nudge, a check-in and a last message. After that, mark the estimate as lost and move on.
The last message matters. It closes the loop politely, and it often gets a reply because it's the first one that asks for nothing. Some customers write back "sorry, we went another way," which is useful too. Now you know.
A lost estimate isn't always gone for good. Keep the customer's number. If they come back in a few months, you already have the scope and the price.
One firm rule: if a customer asks you to stop texting, stop. Don't send "just one more."
How do you keep track of open estimates?
Keep one list with every estimate you send, the date you sent it and the date of the next follow-up. Look at it once a day.
Your list needs six columns:
| Customer | Job | Amount | Sent | Next follow-up | Status |
|---|---|---|---|---|---|
| Sarah | Deck repair | $1,200 | Nov 3 | Nov 6 | Waiting |
| Mike | Fence gate | $650 | Nov 4 | Nov 7 | Waiting |
| Ana | Drywall patch | $300 | Oct 28 | None | Approved |
Example names and amounts.
Use three statuses and keep them strict:
- Waiting: sent, no decision yet.
- Approved: the customer said yes. Get it on the schedule.
- Lost: they said no, or you sent your last message with no reply.
Where you keep the list matters less than keeping just one. A notebook in the truck, a note on your phone or a simple spreadsheet all work. What doesn't work is half the estimates in your texts, a few in your email and the rest in your head.
And an approved estimate still has to get paid. Once the job is done, track the money side too. Here's how to keep track of receipts and job expenses.
What if the customer says the price is too high?
Ask what they'd like to change before you drop your number. Often the problem is the size of the job or the timing, and you can fix that without cutting your rate.
- Split the job into phases: the urgent part now, the rest later.
- Offer a different grade of materials and show the difference in price.
- Take out the parts they could do themselves, like moving furniture or hauling debris.
A clear estimate makes this conversation easier, because the customer can see what each part costs. See what to include in a handyman estimate.