Revenue Guides · Estimates
How often should you follow up on an estimate?
By Tom Mitchell Updated 3 min read
Short answer
For most local service estimates, plan a few useful touches while the customer is deciding: confirm the estimate arrived, check in a few days later, follow up again about a week in, then ask directly whether to keep it open. After that, move it to occasional check-ins rather than dropping it. Bigger jobs usually need a longer window. Each follow-up should give the customer something that helps them decide.
Why one follow-up is rarely enough
Once you send an estimate, the customer starts deciding. They might need to talk to a partner, wait on other quotes, check the budget, look into financing, or just find time to think about it. Silence during that stretch usually means “not yet” or “I have a question I haven't asked.”
One call that goes to voicemail, followed by nothing, leaves the job to chance. A short, planned sequence keeps you in the picture without being pushy.
A practical starting schedule
Use this as a starting point and adjust it for your business:
- Same day: confirm it arrived. Name the person who prepared it and invite questions.
- Days 2 to 3: check in with something useful. Ask if they've had a chance to look, and answer a question customers often have about this kind of job.
- Around day 7: address a likely concern. Timing, scope options, financing, warranty, or what happens once they say yes.
- Around day 14: ask directly. “Should I keep this open for you, or close it out for now?” A plain question often gets a reply when soft check-ins don't.
- After that: occasional check-ins. A seasonal or relevant message now and then, instead of more chasing.
Adjusting the schedule to the job
Smaller or urgent jobs
Shorten it. If a repair needs doing this week, following up the same day and again the next day is reasonable, and a phone call often works better than a message.
Larger projects
Stretch it out. Renovations, roofs and HVAC replacements are bigger decisions with more people involved. Space the touches further apart, include financing and scheduling details, and expect it to take longer.
Seasonal work
Time follow-up to when the work can actually happen. If you quoted spring work in the fall, one well-timed message before the season starts is better than weekly reminders now.
What to say in each follow-up
“Just checking in” gives the customer nothing to reply to. Include one useful thing each time:
- An answer to a question customers often ask about this job.
- A reminder of what's included, or options to change the scope.
- Financing or payment information, if you offer it.
- When you could realistically schedule the work.
- A direct way to reach the person who wrote the estimate.
When to stop
- They say no. Thank them, ask briefly why (it's useful to know), and mark it lost.
- They ask you to stop. Stop right away.
- They hired someone else. Note it, and only check in later if it makes sense.
- You've asked directly and heard nothing. Move it to occasional check-ins instead of chasing.
Common questions
Isn't following up several times pushy?
Not if each message is useful and it's easy for the customer to say “not now.” Repeating the same nudge with nothing new is what feels pushy. Answering the questions holding up the decision usually feels helpful.
Should estimate follow-up be by text, email or phone?
A mix usually works: the estimate and details by email, quick check-ins by text where you have permission, and a phone call for bigger jobs or when a customer has a question.
What about estimates sent months ago?
You can often still follow up on them. See how to reactivate old leads without sounding desperate.
Next step
Want to see where your follow-up may be slipping?
Book a 20-minute call to review your current process.