Key takeaways
- Personalize each message with real project context.
- Use text only where it is appropriate for the customer and your business.
- Keep the requested action small and clear.
Templates save time, but they should not remove judgment. Update the name, project, and question before sending. Respect customer communication preferences and any applicable messaging requirements.
After sending the estimate
“Hi [Name], this is [Name] from [Business]. I sent the estimate for [project] and wanted to make sure it came through. Let me know if you would like to talk through anything.”
When the customer may still be deciding
“Hi [Name], checking in on the [project] estimate. Is there a question I can answer or a detail you would like us to clarify?”
When you need a scheduling decision
“Hi [Name], we are planning the schedule for upcoming [type of work]. Would you like to discuss next steps for your [project]?”
A final, open-door message
“Hi [Name], I will close out the estimate for now so we do not keep bothering you. If the timing changes or you have questions, you are welcome to reach out.”
Build a usable library
Store approved templates by stage, then leave room for the person sending the message to add a relevant detail. Review the language periodically and remove anything that is no longer accurate for your business.