Save each block as an email or text template in your CRM, tied to the estimate stage of your pipeline.
02
Make it sound like you
Fill in the brackets from the actual visit. The recap and the options email should be personal, not generic.
03
Put it to work
End the sequence once they sign, turn you down, or ask you to stop. Unsigned proposals go on a slow check-in list.
Before you send anything
Swap every [bracket] for your real details.
Read it out loud. If you wouldn’t say it, change it.
Written by BlueSmith as examples. Not client messages or results.
COPY AND USE
Contractor sales follow-up template, ready to copy.
01
Same day · proposal recap email
Send within a few hours of the visit, signed by whoever did the walkthrough.
Subject: Your [project] proposal
Hi [First name],
Thanks for walking me through the [project] today. [One detail from the visit.]
Your proposal is attached. In short:
- Included: [scope in plain words]
- Not included: [exclusions]
- Price: [total], paid [schedule]
- Start window: [realistic range]
If anything in there doesn’t match what we talked about, tell me and I’ll fix it.
[Your name]
[Company] · [direct phone]
02
Day 1 · text that the proposal landed
Only text homeowners who opted in. If this is your first text to them, add “Reply STOP to opt out.”
Hi [First name], [Your name] with [Company]. Just making sure the [project] proposal reached your inbox. It came from [email address], in case it’s hiding in spam.
03
Day 3 · questions after sleeping on it
Subject: Questions on the [project]?
Hi [First name],
Most people come up with a question or two once they’ve had a night with a proposal. For a [project type], the usual ones are [question 1] and [question 2].
Short answers: [answer 1]. [answer 2].
If yours is something else, reply here or call me at [phone].
[Your name]
04
Day 6 · if they’re comparing bids
Help them compare fairly. Don’t knock the other contractor.
Subject: If you’re comparing bids on the [project]
Hi [First name],
Getting more than one quote is smart. When you line them up, check that each one covers [item 1], [item 2], and [item 3], since those details change the price the most on a [project type].
Happy to go through ours line by line next to anything else you’re looking at.
[Your name]
05
Day 9 · text check-in on timing
Hi [First name], no pressure on the [project]. Is the timing still [month or season] like you mentioned, or has that moved?
06
Day 14 · ask what’s in the way
Subject: Where things stand on the [project]
Hi [First name],
I don’t want to keep emailing if the project’s off the table, so I’ll just ask: is something holding it up? Budget, timing, a different bid, or a busy month are all normal answers.
A one-line reply tells me whether to check back later or close the file.
[Your name]
07
When they say yes
Great news, [First name]. Thanks for choosing [Company]. Next step is [contract or deposit step]. I’ll send that over by [time], and [name] will reach out to schedule the start.
08
When they pick another contractor
Reply with grace. Some of these come back if the other job falls through.
Thanks for letting me know, [First name]. I appreciate the straight answer. If anything changes or you need a hand down the road, you have my number. Hope the project goes great.
09
Day 30 · close the loop
Subject: Keeping your [project] proposal on file
Hi [First name],
I’ll stop checking in on the [project] for now. Your proposal stays on file, and if you come back to it, I’ll update the pricing and timing so you’re working from current numbers.
Thanks again for having us out.
[Your name]
[Company] · [direct phone]
RUN YOUR NUMBERS
Estimate-to-sale funnel: follow your leads all the way to signed jobs.
Leads drop out at every step: some never book, some don’t show, some don’t sign. See where yours go and what reaches the bank.
$
Revenue per month: $89,250
Revenue per month$89,250
Estimates you actually run
12
Signed jobs per month
3.6
40 leads → 35% booked → 85% held → 30% closed at $25,000.
Who should send these, the office or the estimator?
The messages should come from whoever did the walkthrough, even if the office schedules them. Homeowners trust the name they met, and replies go to the person who can answer scope questions.
Is it okay to mention other bids?
Yes, if you’re helping them compare rather than attack the competition. Pointing out what a complete bid should include builds trust; trashing another contractor usually costs it.
Should I offer a discount to close the deal?
Not as a reflex. If price is the issue, offer a real scope change, a different material, or phasing. A discount that appears after silence teaches homeowners to wait you out.
What happens to proposals after day 30?
They go on a slow check-in list. Budgets and timing shift, and a homeowner who has walked the job with you and seen your number is worth a short note every couple of months.
Want this running without you typing it?
Seven questions. Two minutes. See the one part of your engine holding your projects back.
