How to Follow Up on Contractor Quotes: Turn Summer Inquiries into Fall Bookings (Part 2)

Quote Follow-Up Templates That Work

Ready-to-use templates help save precious time to follow up on quotes. These field-tested templates will help you turn prospects into bookings without sounding desperate or pushy.

Original follow-up email template (24–48 hours)

You should send your first follow-up email within 24-48 hours after sending your quote. This contact reinforces your professionalism while the project stays fresh in the client's mind:

Subject: Need help finalizing your [project type] quote?

Hi [Name],

Let me know if you've had the chance to review the [specific project type] quote I sent on [day]. I'm happy to walk through the details with you or make any changes you need to better fit your project.

If you'd like to hop on a quick call or make adjustments, I'm here to help.

Thanks,
[Your Name]

This template works because it stays brief, helpful, and gives specific assistance rather than simply "checking in."

Second follow-up email template (4–5 days)

Send your second follow-up about 4-5 days after the first contact. This timing gives clients breathing room while keeping your business in their thoughts:

Subject: Still considering that [project type]?

Hi [Name],

If your needs have changed or you'd like to adjust anything, I'm happy to revise your [project type] quote so it still works for you.

Let me know if you'd like to move forward or need anything clarified. Our schedule is starting to fill up for [month], so give me a heads-up if you'd like to lock in a spot.

Best,
[Your Name]

This template creates a sense of urgency naturally without pressure and offers quote revisions—a common way to overcome client hesitation.

Final nudge email template (7–10 days)

Send the final follow-up 7-10 days after your previous message. This serves as a closing note that keeps possibilities open:

Subject: Still here if you need us!

Hi [Name],

I'm checking in one last time to see if you're still thinking over the [project type] quote we shared.

If now's not the right time, no problem! I'm here if you want to revisit the details or move forward down the line.

Take care,
[Your Name]

This template succeeds by removing all pressure while staying professional—this "permission to say no" often sparks positive responses.

Text message follow-up example

Clients open text messages faster than emails. This makes texts perfect for time-sensitive follow-ups. Keep your message short and friendly:

Hey [Name], just wanted to follow up to see if you had any questions about the [project type] project. Totally understand if now is not the right time. I'm here whenever you're ready.

Text messaging speeds up project duration and boosts customer satisfaction. This works especially well with busy clients who prefer quick communication.

Voicemail script for contractors

A voicemail adds a personal touch after unanswered emails and texts:

Hi [Name], this is [Your Name] from [Company Name]. I just wanted to follow up on the [project type] project we spoke about. No pressure at all, just checking in to see if you have any questions or if the timing is better now. We're happy to help whenever it works for you. You can reach me directly at [Your Phone Number]. Have a great day.

This script works well by staying under 30 seconds while showing your attention to detail. For hard-to-reach prospects, you might add: "If you've decided to go another direction, that's completely fine—a quick call back would just help me update my schedule".

These templates work because they keep communication steady without pushing too hard. The secret lies in personalizing each message with project details while showing your reliability throughout the client's decision process.

How to Personalize Your Follow-Up Messages

Tailored messages turn generic follow-ups into meaningful connections that win jobs. Research shows that personalized messages get better response rates than mass-produced templates. This section gives you specific personalization techniques to make your contractor follow up quote messages stand out in crowded inboxes.

Mention their project type or location

Messages with project-specific details show attentiveness and build rapport. You should reference the exact service requested or location mentioned in their inquiry. Industry data shows that emails addressing specific project details improve engagement by a lot.

Here's a template you can use:

Subject: About your [specific project type] in [neighborhood/city]

Hi [Name],

I'm checking back about the [roof replacement/kitchen remodel/deck installation] quote for your home in [specific location]. Having worked on several similar projects in your area, I understand the [specific challenge/requirement] that comes with [project type] in [location].

Would you like to discuss any specific questions about the estimate I sent on [date]?

[Your signature]

This template works because it shows you've noticed their unique situation. You create an immediate connection that generic messages can't achieve.

Reference previous conversations or quotes

Past interactions show professionalism and build trust. Messages that reference specific discussion points prove you're involved with their project, unlike generic check-ins.

Research shows phrases like "per our conversation" help prospects remember previous interactions. Your follow-up sequence should reference specific details from earlier communications:

Subject: Following up on our discussion about [specific feature/concern]

Hi [Name],

You mentioned during our conversation that [specific concern/feature] was particularly important for your [project type]. I wanted to highlight how our proposal addresses this through [specific solution].

Let me know if you'd like to discuss this aspect further.

[Your signature]

You should never ignore previous interactions. Each follow-up builds upon prior communications instead of starting fresh.

Use their name and keep it short

Data proves that short, personalized messages work better than lengthy, generic ones. You must use the client's name (not just in the greeting) and keep your communication concise.

Here's an effective template:

Subject: Quick update for your [project] quote, [Name]

Hi [Name],

I know you're thinking over options for your [project type], so I wanted to check if the quote I prepared meets your needs. 

[Name], is there anything specific you'd like me to adjust or explain further?

[Your signature]

This template succeeds because:

• It uses their name multiple times
• The message stays brief and focused
• It offers a specific next step
• People can respond quickly

Note that personalization goes beyond inserting a name. You can make use of information from your CRM to deliver messages that speak directly to the client's needs and past project details.

Simple personalization works best. Project specifications, previous conversations, and consistent use of their name will boost your response rates. Each personalized follow-up shows the attention to detail clients can expect throughout their project. This turns hesitant prospects into confirmed bookings.

Using Tools to Automate and Track Follow-Ups

Keeping track of every quote follow-up by hand can quickly overwhelm even the best-organized contractor. Modern tools can automate this process and prevent valuable leads from slipping through the cracks.

Benefits of using CRM or quoting software

CRM software helps create a central system for all customer information and interactions. This system gives contractors several clear advantages:

• Less time spent on manual tasks
• Better customer experience through timely, individual-specific messages
• Higher conversion rates with consistent follow-ups
• Clear view of how deals progress

Research shows companies that respond within five minutes of a lead's question are more likely to win projects by a lot. Harvard Business Review studies found businesses responding to leads within an hour are seven times more likely to qualify them compared to those who wait.

How to schedule follow-ups automatically

Automated workflows let follow-ups happen without constant checking. These systems work through triggers - specific events that start a follow-up sequence:

1. Pick your triggers (quote sent, email opened)
2. Make message templates for each stage
3. Choose timing between messages
4. Try your workflow internally before going live

A well-configured automation system works like "a quiet assistant who never forgets, never sleeps, and never needs to be reminded to send a reminder". Your follow-up emails can go out at perfect times - day 1 to acknowledge, days 4-5 to check in, and days 7-10 for a final reminder.

Tracking opens and responses

Knowing how to track engagement gives vital insights. Modern CRM systems show you:

• Email open rates (recipients opening your emails)
• Click-through rates (link interactions)
• Reply rates (how often people respond)

These numbers help you learn which templates work best and which prospects show interest. Instead of guessing if clients saw your messages, tracking tools tell you exactly who engaged with them.

The best contractor systems blend lead tracking, task management, and document organization from first contact through project completion. This makes them a smart investment for any serious contractor who wants to turn more quotes into bookings.

Conclusion

A thriving contracting business differs from those that don't fill their schedules because of effective quote follow-ups. This piece shows how persistence pays off - 80% of successful sales need at least five follow-up contacts. Most contractors quit after one or two attempts, leaving money on the table.

Smart timing can make a huge difference. You should make your first follow-up within 24-48 hours after sending a quote when your prospect's memory is still fresh. A strategic sequence of messages every 4-5 days helps you remain memorable without becoming a nuisance.

Your communication approach shapes your success. Building trust happens through friendly, helpful language rather than pressure tactics. Each follow-up should add value by answering questions, sharing useful information, or showing your reliability through consistent contact.

Well-crafted templates help you save time and strike the right tone. Our ready-to-use examples cover original follow-ups, second contacts, final nudges, text messages, and voicemails. These templates are effective because they focus on the client's needs instead of pushing for quick decisions.

Personal touches turn standard messages into meaningful connections. Response rates improve dramatically when you mention specific project details, reference past conversations, and use the client's name. These details show clients the same careful attention they'll receive throughout their project.

Modern CRM and quoting software prevent leads from getting lost. These tools track communications, schedule follow-ups, and show which messages strike a chord with prospects. This organized approach turns quote follow-up from a random process into a reliable system for converting leads.

Many contractors find fall to be their prime booking season. Starting these follow-up strategies now helps you secure projects that might go to competitors. The contractor who stays visible, provides value, and builds trust during the decision process ended up winning the job.

A quote marks the start of your conversation. Strategic follow-up turns "maybe later" responses into confirmed projects, filling your schedule with profitable work in the coming seasons.

Key Takeaways

Master these proven follow-up strategies to convert more quotes into booked projects and fill your fall schedule with profitable work.

• Follow up within 24-48 hours - Leads contacted within 5 minutes are 21x more likely to convert than those contacted after 30 minutes.

• Use the 5-touch rule - 80% of successful sales require five follow-up contacts, yet most contractors give up after just one or two attempts.

• Space messages strategically - Follow up on days 1-2, 4-5, and 7-10 with helpful, non-pushy language that offers value rather than pressure.

• Personalize every message - Reference specific project details, previous conversations, and use their name to stand out from generic competitors.

• Automate with CRM tools - Prevent valuable leads from slipping through cracks by scheduling follow-ups automatically and tracking engagement metrics.

The difference between a thriving contracting business and one that struggles often comes down to consistent follow-up. While 78% of buyers choose the first company that actually responds, most contractors leave money on the table by not staying top-of-mind throughout the client's decision-making process.