FIELD GUIDE FOR CONTRACTORS
How to follow up on an estimate.
A good follow-up makes it easy for a customer to ask a question, share their timing, or make a decision. Use these three email templates and the checklist below to handle open estimates with less guesswork.
Jump to the three templates01 / TIMING
Start with the date you agreed on.
If the customer asked for a week to review the estimate, give them that week. If you haven’t agreed on a date, a check-in after a few business days is a reasonable starting point. Give a larger project more time, especially if another person has to review it.
- A few business days after sending
- Confirm the estimate arrived and offer to clarify the scope.
- After the customer’s review date
- Ask whether they’re ready to discuss next steps or need more time.
- When you’re ready to close the loop
- Say you’ll pause follow-ups and explain how they can reopen the conversation.
Skip a scheduled follow-up if the customer has replied, declined, or asked you to stop. If the estimate has expired, review the scope, price, and availability before offering a next step.
02 / EMAIL TEMPLATES
Three emails you can adapt.
These examples use the same outdoor lighting estimate so you can see how the message changes. Replace the project and sender details and keep only the statements that are true for your job.
01 / AFTER SENDING
Check that it arrived
Subject Outdoor lighting estimate
Hi Jordan,
I’m checking that you received the estimate for replacing the two outdoor lights. Would it help if I walked you through what the price includes?
Thanks,
Alex at Hilltop Services
02 / AFTER THE REVIEW DATE
Ask about timing
Subject Next step on the lighting estimate
Hi Jordan,
You mentioned you’d have a chance to look over the lighting estimate this week. Would you like to discuss scheduling, or is there a better time for me to check back?
Thanks,
Alex at Hilltop Services
03 / CLOSE THE LOOP
Leave the door open
Subject Closing the loop on your lighting estimate
Hi Jordan,
I’ll pause my follow-ups on the outdoor lighting estimate for now. If you decide to revisit the work, reply here and I’ll confirm the current scope, price, and availability.
Thanks,
Alex at Hilltop Services
03 / BEFORE YOU SEND
Review the draft before you send it.
- Open the original estimate. Check the customer, scope, price, and expiration date. Confirm that anything you offer is still available.
- Check the conversation. Look for a recent reply or a teammate’s follow-up before drafting another message.
- Use the channel they agreed to. Reply in the existing thread when appropriate and respect any request to stop.
- Read it as the customer. Keep one question and remove internal notes, sensitive details, and promises you haven’t verified.
Give each open estimate one owner on your team. Record the last contact and next agreed date in the system your team already checks.
04 / COMMON QUESTIONS
When the conversation takes a turn.
Should I start a new email thread?
Reply in the original thread if the estimate is there. If you need a new thread, include the project name and the date of the estimate so the customer can recognize it.
What if they say the estimate is over budget?
Ask which part of the scope they want to revisit. If you can offer a smaller option, confirm what changes and send a revised written estimate before agreeing to the work.
What if the estimate has expired?
Offer to review it. Recheck the scope, costs, and schedule before saying the original terms still apply.
TRY YOUR OWN DRAFT
Draft your next estimate follow-up.
Add a short project description and get a follow-up draft to review and copy. The tool leaves sending to you. The 14-day trial is free, requires no card, and lets you cancel online.