Most homeowners collect three quotes and reply to one, usually whoever follows up. Describe the job and the quote; get an email that nudges without pestering.
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Long enough to not crowd them, short enough that you're still the quote they remember. Then again a week later.
A timeline answer, a financing option, a photo of similar work, every follow-up should carry new value.
One question they can answer from their phone: 'Want me to hold the crew for the week of the 12th?'
Follow up on a quote or estimate 2 to 3 days after you send it. Reference the job, add one useful thing (an answer to their concern, your crew's availability, a photo of similar work) and ask one easy question they can answer from their phone. Follow up again around day 7 and day 14, then send a polite close-the-loop note.
Two to three days after the estimate gives the customer time to read it and compare, without letting your quote slide to the bottom of the pile. If they said they need to talk it over with a spouse or wait for an insurance decision, follow up the day after that conversation or decision was due. Whoever follows up with a clear answer to the customer's real worry is often the one who gets the job.
Sending these to more than a few people? See how people keep track of who to follow up with, and when: what a personal CRM does and the best personal CRMs, compared.
Capstone Outreach can mix email and text in one sequence for each quote. It drafts every step from your notes, you approve it, emails send from your Gmail or Outlook, and an email reply stops the follow-ups.
Quote out, no reply yet? Pick the day and hour your follow-up goes out, like Tuesday morning before they head to work. It sends from your own email after you approve it.
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A study of 20 million LinkedIn members found that acquaintances, more than close friends, led to new jobs (Science, 2022). Capstone keeps those people warm. You approve every message, and it goes from your own email or phone.
Two to three days after sending it. That gives the customer time to review it and compare, while your quote is still fresh. If they told you when they would decide, follow up the day after.
Three or four touches over about three to four weeks, each adding something new, is reasonable. End with a polite note asking whether to close out the estimate or keep it open.
Ask what they are weighing and answer that. A useful follow-up addresses the real concern, such as timing, price, or how the work will be done, rather than just asking whether they have decided.
Use more than one. Email is best for re-sending the estimate and details; a short text or call works well for the second or third touch, as long as the customer gave you their number.
Thank them, wish them well with the project, and ask if you can check back in the future. Some of those customers come back for the next job or refer someone.
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Updated October 5, 2026
Capstone Outreach tracks every estimate, plus the context behind it. It sends your follow-up sequence automatically. The messages come from your own inbox. Sending stops the moment they reply.
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