For home service businesses, there’s one thing that drives close rates more than anything else: The way you do your sales follow-up.
That is, not just how many times you follow up, but also what you say in your messages.
We’ve been working with home service businesses for a while now, and have come to understand what works best in getting quoted prospects to respond and sign on with you. This guide has more than 60 sales follow-up messaging templates that we’ve collected from real campaigns that you can use for text and email to improve your close rates.
Table of contents
Notes on these templates:
Note that these templates are formatted for the Hatch platform. Anything in double brackets will automatically populate in Hatch. This includes:
- [[Contact First Name]] = the lead or customer’s first name
- [[User First Name]] = the first name of the Hatch user
- [[User Email]] = the Hatch user’s email address
- [[Details Company Name]] = your company name
Anything in single brackets is something you’ll have to fill in manually. If you aren’t a Hatch user, you’ll have to populate all bracketed content manually, single and double.
Note also that this is just suggested copy. There is also some placeholder text with hypothetical examples, just to give you context. Be sure to adjust the messaging to match the language you use, the tone of voice you speak in, and the value propositions that are true about your business. For example, if you don’t have a Client Services Team, replace that element with what makes sense for your business.
Tips on estimate follow-up
Before we dive into the templates, let’s review some important tips.
Reach out multiple times
First, if you’re only following up once or twice, you’re leaving revenue on the table. It takes 5-12 touch points to close a sale, but the average sales rep only follows up once or twice. After all, there’s only so much time in a day.
That’s why we have built-in Campaign templates in Hatch that automatically reach out multiple times, across multiple channels, over multiple days, to increase your chances of getting a response.
Use them! You can customize the messaging and add or remove messages, but the key is to maintain the multi-touch communication.
Include an opt-out instruction in your first message
As a part of 10DLC and TCPA compliance, the first text for any campaign must contain a clear instruction on how to opt out of text communication.
That means telling them which word to respond with if they want to opt out, and making sure that word is in all caps.
Your opt-out word must be one of the following:
- STOP
- STOP ALL
- CANCEL
- END
- QUIT
We recommend “If you’d rather not talk via text, reply END.” But other statements work too, like:
- Reply STOP to unsubscribe.
- Text QUIT to stop text communication.
You can learn more about this in our guide to business texting.
Include a company identifier in your first message
Another 10DLC compliance requirement is that the first text in a campaign must disclose the company’s name. So after you say “Hi [[Contact First Name]],” anything along these lines will work:
- This is [[User First Name]] with [[Details Company Name]]
- This is the [[Details Company Name]] Team
- [[Details Company Name]] here
Those are just different ways to word the message. You can word it how you want, as long as [[Details Company Name]] is in there.
Invite a response
End your message with a question, request, or call to action, as this invites a response from the reader.
Keep your messages short
Too much information will burden your contacts and deter them from responding. Keep it short and sweet so they can easily digest the message and respond.
The best practice for text message length is 320 characters or less. But even 320 characters can be a lot.
Give Hatch AI a try
If you haven’t started using Hatch AI already, give it a shot! Hatch allows you to put personalized estimate follow-up on autopilot so you never let another deal fall through the cracks. And with custom AI agents that converse with contacts for you, you can satisfy customers and close more deals in a fraction of the time. Not sure how you feel about AI talking to your leads? Give our AI a test drive!
Estimate follow-up templates: First message
Here are some templates you can use to follow up on an appointment or quote. As a reminder, the first message in a new campaign must include an opt-out option.
Estimate follow up text templates
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I was looking at your quote and wanted to see if you had come to a decision. Do you have any questions? If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I was looking at your quote, I wanted to see if you had any questions. Any reason to not move forward? If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]], [[User First Name]] with [[Details Company Name]] here. Thanks for chatting with me earlier this week. I wanted to follow up on our conversation about your project and answer any questions you may have. More than happy to be an advisor for you as you plan your project. If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I saw you had a consultation recently and wanted to make sure that you were able to get everything you needed and learn about your experience with our designer. Do you have a few minutes today to talk? If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I saw you had a consultation recently and wanted to see how things are progressing. Do you have a few minutes today to talk? If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I was looking at your quote, I wanted to see if you had any questions. Any reason to not move forward? If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. My job is to follow up on all appointments to make sure you had a great experience. Text me back with any questions, we would love to earn your business! If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I want to follow up on your recent appointment. How did everything go? If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. We recently came out for an appointment and left behind some improvement options. Just wanted to reach out to see if you are ready to move forward with any of the recommendations or answer any questions you may have. Have a wonderful day! If you'd rather not talk over text, reply END.
- Hi [[Contact First Name]]! This is [[User First Name]] with the [[Details Company Name]] team. We recently came out for an assessment and left behind an estimate. Just wanted to reach out to see if you are ready to move forward with any of the recommendations or answer any questions you may have. Have a wonderful day! If you'd rather not talk over text, reply END.
Emails
Subject line: [[Contact First Name]], how can I help?
[[Contact First Name]],
I was looking at your quote and I want to make sure you get all your questions answered as you make a decision. How can I help?
Thank you,
[[User First Name]] [[User Last Name]]
Subject line: [[Details Company Name]] | [[Contact First Name]], I hope I can help!
[[Contact First Name]],
I was looking at your quote, I just wanted to know if there is any reason you might NOT move forward or if I can answer any questions?
Thank you,
[[User First Name]] [[User Last Name]]
Subject line: [[User First Name]], how can I help?
Hi [[Contact First Name]],
This is [[User First Name]] with [[Details Company Name]]. My job is to follow up on all appointments to make sure you had a great experience. Email me back with any questions, we would love to earn your business!
Thank you,
[[User First Name]] [[User Last Name]]
Subject line: [[Contact First Name]], how’d it go?
[[Contact First Name]],
I'm hoping you can provide some feedback on your recent appointment with [[Details Company Name]]. How did everything go during your visit? Are there any questions I can help answer?
Best,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
Estimate follow-up templates: Subsequent messages after no response
As we mentioned above, reaching out once or twice is not enough when you’re doing sales follow-up. Use these templates to continue reaching out, in the days that follow, until you get a response.
Texts
- Hey [[Contact First Name]], this is [[User First Name]] with [[Details Company Name]] again. I want to make sure you have everything you need to make a decision—we want to earn your business! What information do you need from me?
- Hey [[Contact First Name]], do you have everything you need from my team to make a decision? Let us know how we can help—we want to earn your business!
- Hey again [[Contact First Name]],
- Hi [[Contact First Name]],
- Hey there [[Contact First Name]],
Is your project still on the table? Text me back and let me know.
- Hi [[Contact First Name]], are you still looking to get your project done soon, or should I touch base in a few months?
- Hi [[Contact First Name]] - [[User First Name]] here again 👋. Saw you didn't get a chance to respond to my first message - any questions about the quote I sent over?
- Hi [[Contact First Name]] - I see you haven’t moved forward with us. Let me know if the timing isn’t right or how I can help.
- It’s [[User First Name]] at [[Details Company Name]]. I’m reaching out to see if your project is still on the table. Was it the price? If so, I might be able to help!
- Hi! It's [[User First Name]] at [[Details Company Name]] again! Are you still interested? Text me and let me know. Thanks!
- [[Contact First Name]], it’s [[User First Name]] again with [[Details Company Name]]. I understand you’re busy, but I wanted to make sure I pass an update back to the team on this project. Please let us know where you’re at with it. Thanks!
- [[Contact First Name]], this is [[User First Name]], the Sales Manager with [[Details Company Name]]. I wanted to get involved and earn your business, will a discount help? Hope I can help!
- Hi [[Contact First Name]], it's [[User First Name]] at [[Details Company Name]], reaching out one last time. Are you still interested? Let me know either way and I can close this follow-up out. Thank you!
- Hi [[Contact First Name]] - I haven't heard back, so I'll take that as an "I'm not interested in talking about this project right now." If you ever have any questions about our products or services, you know the number to reach me!
- Checking in to see if your project is still on the table. Is there anything holding you back from making a decision?
- Curious - what's holding you back from making a decision?
- Hey [[Contact First Name]], [[User First Name]] with [[Details Company Name]] again. I've found that people are hesitant to move forward with us for three reasons: Price, lack of Info, or timing. I'd love to talk more about your project if any of these are holding you back. Can you tell me a little more about what’s on your mind?
- Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. Thank you for your time in allowing us to evaluate your home! Is there a good time to connect again about your project where all decision-makers can be present? Let me know. Thanks! If you'd rather not talk over text, reply END.
Emails
Note that you can use any of the text templates above in your emails
- Subject line: [[Details Company Name]] | [[Contact First Name]] - Is it the price?
Hi [[Contact First Name]],
It’s [[User First Name]] at [[Details Company Name]]. There are a few reasons why people typically don’t move forward:
1) Affordability
2) Not enough information
3) Product offering
I’m happy to work with you to better understand what it will take to earn your business. Is one of the above affecting your decision?
Thank you,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
- Subject line: Was it [[Details Company Name]]’s Price?
Dear [[Contact First Name]],
I am helping [[Details Company Name]] to understand their customers’ experience. I find that most people don’t move forward with their project for three reasons: Price, lack of Information, and/or timing.
I am dedicated to helping you get your project done at a reasonable cost and one that fits your budget.
Let me know if you have time to share any of your concerns. Feel free to reply to this email or you can give me a call or text at [[User Phone Number]].
Thank you!
[[User First Name]] [[User Last Name]]
Full follow-up campaign examples
Here are four examples of combining text and email messages to execute an effective sales follow-up campaign.
Example #1 - Traditional method, 10 days
This example is the most traditional method of follow-up.
- Launch day: One text, one email, and a voicemail
- Text:
Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I was looking at your quote, I wanted to see if you had any questions. Any reason to not move forward? If you'd rather not talk over text, reply END.
- Email:
Subject line: [[Details Company Name]] | [[Contact First Name]], I hope I can help!
[[Contact First Name]],
I was looking at your quote, I just wanted to know if there is any reason you might NOT move forward or if I can answer any questions?
- Day 2: One text, one voicemail
- Text:
Hey [[Contact First Name]], this is [[User First Name]] with [[Details Company Name]] again. I want to make sure you have all the information you need to make a decision - we want to earn your business. How can I help?
- Voicemail
- Day 3: SKIP
- Day 4: One text, one email, and a voicemail
- Text:
[[Contact First Name]], it’s [[User First Name]] again with [[Details Company Name]]. I know you’re probably busy, but I wanted to make sure I pass an update back to the team on your project.
- Email:
Subject line: [[Details Company Name]] | [[Contact First Name]] - Is it price?
[[Contact First Name]],
It’s [[User First Name]] at [[Details Company Name]]. There are a few reasons why people typically don’t move forward.
1) Affordability
2) Not enough information
3) Product Offering
I’m happy to work with you to better understand what it will take to earn your business. Isone of the above affecting your decision.
Thank you,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
- Day 5: One text and a voicemail
- Text:
It’s [[User First Name]] at [[Details Company Name]]. I’m reaching out to see if your project is still on the table. Was it the price? If so, I might be able to help!
- Voicemail
- Day 6: SKIP
- Day 7: One text
- Text: [[Contact First Name]], it’s [[User First Name]]. I know you're probably busy, wondering if you are looking to get your project done soon, or should I touch base in a few months?
- Days 8 & 9: SKIP
- Day 10: One text and a voicemail
- Text:
[[Contact First Name]], this is the sales manager with [[Details Company Name]]. I wanted to get involved and earn your business, will a discount help? Hope I can help!
- Voicemail
Example #2 - Traditional method, 7 days
This is a classic example of a week-long campaign to follow up with prospects and is great for things that require a quick turnaround or are priority touchpoints.
- Launch Day: One text and one email
- Text:
Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I was looking at your quote and want to see if you had come to a decision. Do you have any questions? If you'd rather not talk over text, reply END.
- Email:
Subject line: [[Contact First Name]], how can I help?
[[Contact First Name]],
I was looking at your quote and I want to make sure you get all your questions answered as you make a decision. How can I help?
Thank you,
- Voicemail
- Day 2: One text
- Text:
Hey [[Contact First Name]], do you have everything you need from my team to make a decision?
- Day 3: SKIP
- Day 4: One text and one email
- Text:
Curious - what's holding you back from making a decision?
- Email:
Subject line: [[Contact First Name]], what's holding you back?
[[Contact First Name]],
It's [[User First Name]] at [[Details Company Name]]. Typically, there are a few reasons why people don’t move forward:
- Affordability
- Timing
- Our products
I'm happy to work with you to better understand what it will take to earn your business. Is one of the above affecting your decision?
Thank you,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
- Day 5: One text
- Text:
Is your project still on the table?
- Day 6: SKIP
- Day 7: One text
- Text:
Are you still looking to get your project done soon, or should I touch base in a few months?
Example #3 - Slower, 15-day follow-up
This is an example of a longer-form follow-up campaign. Campaigns like this are great for making sure you don’t overwhelm your prospects while staying top of mind.
- Launch day: One text
- Text:
Hi [[Contact First Name]],
This is [[User First Name]] with [[Details Company Name]]. I saw you had a consultation recently and wanted to make sure that you were able to get everything you needed and learn about your experience with our designer. Do you have a few minutes today to talk? If you'd rather not talk over text, reply END.
- Day 5: One text and one email
- Text:
Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I saw you had a consultation recently and wanted to see how things are progressing. Do you have a few minutes today to talk?
- Email:
Subject line: [[Details Company Name]] Consultation | [[Contact First Name]]
[[Contact First Name]],
My name is [[User First Name]] with [[Details Company Name]]. I’m emailing you to follow up on the recent consultation you had with [[Details Company Name]]. Would love to get your project started. When is a good time I can give you a call to get the ball rolling?
Thank you,
- Text:
Hey [[Contact First Name]], this is [[User First Name]] with [[Details Company Name]] again. I want to make sure you have all the information you need to make a decision. Is there a good time today that we can connect to talk about your project?
- Day 9: One email
- Email:
Subject line: [[Details Company Name]] Consultation | [[Contact First Name]]
[[Contact First Name]],
It’s [[User First Name]] at [[Details Company Name]]. There are a few reasons why people typically don’t move forward:
- 1) Affordability
- 2) Not enough information
- 3) Product Offering
- Day 11: One text
- Text:
[[Contact First Name]], it’s [[User First Name]]. I know you’re probably busy, but I wanted to make sure I pass an update back to my sales manager. Are you still pursuing your project?
- Day 12: One email
- Email:
Subject line: Still Interested?
[[User First Name]],
It’s [[Contact First Name]] at [[Details Company Name]]. I’m reaching out to see if your project is still on the table.
Thank you,
[[User First Name]] [[User Last Name]]
- Day 15: One text and one email
- Text:
[[Contact First Name]], it’s [[User First Name]]. Are you looking to get your project done soon, or should I touch base next month?
- Email:
Subject line: SMOKE SIGNALS - [[User First Name]]?
[[Contact First Name]],
It’s [[User First Name]] at [[Details Company Name]]. Are you looking to get this project done soon, or should I get back in touch next month? Feel free to use me as a resource if anything comes up.
Thank you,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
Example #4 - Feedback approach
This approach aims to get a response from the prospect through the lens of asking for feedback about their experience so far with the consultation.
- Launch day: One text and one email
- Text:
Hi [[Contact First Name]]! This is [[User First Name]] with [[Details Company Name]]. I want to follow up on your recent appointment. How did everything go? If you'd rather not talk over text, reply END.
- Email:
Subject line: [[Contact First Name]], how'd it go?
[[Contact First Name]],
I'm hoping you can provide some feedback on your recent appointment with [[Details Company Name]]. How did everything go during your visit? Are there any questions I can help answer?
Best,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
- Day 2: One text
- Text:
Hey [[Contact First Name]], following up for feedback. How was your appointment?
- Day 3: SKIP
- Day 4: One text and one email
- Text:
I know you’re probably busy and I really appreciate the time you're taking to provide me feedback! I want to make sure we met your expectations during your consultation. How'd we do?
- Email:
Subject line: [[Contact First Name]], [[Details Company Name]] Feedback
Hi [[Contact First Name]],
- Too busy!
- Affordability
- Timing
- Our products
I'm happy to work with you to better understand what it will take to gather any feedback and earn your business. Is one of the above affecting your response and decision?
Thank you,
[[User First Name]] [[User Last Name]]
[[Details Company Name]]
[[User Phone Number]]
- Days 5 & 6: SKIP
- Day 7: One text
- Text:
Hi there [[Contact First Name]]. I don't want to pester you. Are you still looking to get your project done soon, or should I touch base in a few months?
Start using these templates now!
These tips and templates are proven to increase response rates. Customize them to your liking and use them to start turning more appointments into sales!