Estimate Follow-Up Text Templates for Contractors

An estimate follow up text is a short, friendly message sent after you give a customer a price. It confirms they got it, offers to answer questions and asks for a decision. Send the first one the same day, the next after two or three days, and finish with a close-out around three weeks.

You did the site visit, wrote the estimate and sent it. Now the wait. An estimate can sit unanswered for weeks, which is why a follow-up message is worth having ready.

Here are ready-to-use texts for each moment. Swap the brackets, keep your name first, and send them from the same number every time. For timing, tone and when to call instead, see how to follow up after sending a quote.

A quick note on texting: rules for business texts change, so confirm current requirements for your setup. In practice, only text people who dealt with you, stop the moment someone says STOP, and keep messages useful.

What is the basic structure of an estimate text?

Every good one has four parts:

1. Who you are and the job. “Hi Dana, Mike at Ridge Roofing about the shingle replacement.”
2. One reason for the message. A question, a time, or new info.
3. A next step. Call, reply, or approve.
4. A door left open. “No rush” or “either answer is fine.”

Keep it under three sentences.

Templates for each stage

Same day: the estimate is sent

Hi [Name], [Your name] at [Company]. I just sent over the estimate for [job]. I’m happy to walk through it by phone if that helps.

Day 2 or 3: the gentle check-in

Hi [Name], any questions on the [job] estimate? If something in the scope or the price doesn’t fit, tell me and I’ll see what I can adjust.

Day 6 or 7: after a missed call

Hi [Name], I tried you earlier about the [job] estimate. No rush, just want to make sure you have what you need. When’s a good time for a quick call?

Day 10 to 14: add a reason to decide

Hi [Name], I’m putting together my schedule for [month]. I can start the week of [date] for [job]. Want me to pencil you in?

Only use a timing reason if it’s true. Don’t invent scarcity.

Day 21: the close-out

Hi [Name], I don’t want to keep pestering you. Should I close out the [job] estimate, or is it still on your list? Either answer is fine.

After the site visit, before the quote is ready

Hi [Name], thanks for having me out today. I’m pricing [job] now and will have the estimate to you by [day]. If anything else comes to mind, text me here.

How do you reply to common pushback?

What they say	A good reply
“Price is higher than I expected.”	“Thanks for telling me. What number did you have in mind? I can look at reducing scope, other materials, or splitting the work into phases.”
“I got another quote.”	“That’s fair. If you want, send me the scope from the other quote and I’ll show you where ours differs. If it’s a better fit, no hard feelings.”
“We need to think about it.”	“Of course. Should I check back Thursday, or would next week be better?”
“We’re going to wait until spring.”	“Makes sense. I’ll put a reminder to reach out in [month]. The price holds until [date], after that I’ll re-check it.” (Only if true.)
“We went with someone else.”	“Thanks for letting me know, [Name]. If anything changes or you need [other service], reach out anytime.”
No reply at all	Use the close-out text.

A “we went with someone else” reply is worth answering. People change their minds, projects stall, and a graceful message is what they’ll remember.

Templates by job type

Small jobs move fast, and big ones don’t. Match the message to the ticket.

Small repair or service call

Hi [Name], [Company] here. Just following up on the quote for [repair]. I can get it done [day] if you’d like to go ahead. Reply YES and I’ll book it.

Larger project with a decision-maker who isn’t the person you met

Hi [Name], would it help if I sent a short summary you can share with [spouse/partner/landlord]? I can include photos and the scope.

Seasonal work

Hi [Name], I’m filling my [spring/fall] schedule now. If you’d like [job] done this season, I’d suggest we lock a date soon. Want me to send times?

Insurance or approval pending

Hi [Name], any update from [insurer/HOA/city] on the [job]? Once you have the go-ahead, I can start within [timeframe].

What should you never put in a follow-up text?

• Made-up deadlines. “Price good until tonight” when it isn’t.
• Guilt. “I’ve been holding a spot for you.”
• Daily messages. Space them out.
• Every touch identical. Change the angle each time: question, availability, help.
• Long paragraphs.
• Texts to people who said STOP. Ever.

How do you send these consistently?

Save the templates in your phone’s notes or a text snippets app. After each estimate, add the customer and the next touch date to a sheet (name, phone, job, amount, next touch). Each morning, send what’s due.

If you’d rather not run this by hand, one-click text campaigns are part of the Builders Presence plan, and the missed-call text back covers the first reply when a new customer calls and you can’t pick up. More messages for the whole customer cycle are in the contractor follow-up guide, and texting customers: what to send has extra examples.

Common questions

What should I say in a follow-up text after an estimate?

Say who you are, name the job, and ask one easy question. “Any questions on the deck estimate?” works better than “Just checking in.” Offer a next step, like a quick call or a small change to the scope, so the customer has something to reply to besides yes or no.

How soon should I text after giving an estimate?

The same day works for a confirmation that they received it. Then wait two or three days before asking about questions. Waiting a week for the first check-in gives a customer time to forget you or call someone else. Adjust for the job: small repairs move fast, large projects take longer.

What if the customer says my price is too high?

Don’t drop the price right away. Ask what they were expecting or what they’re comparing, and offer options: reduce scope, choose different materials, or phase the work. If the gap is too wide, thank them and leave the door open. A good reply keeps the relationship and doesn’t argue.

Should I text or call after sending an estimate?

Use both. A text is easy to answer and doesn’t interrupt. A call works better when the job is big or the customer has gone quiet for a week. Text first, call on the third or fourth touch, and text again if they don’t pick up.