How to follow up on quote requests without being a pest

Who this is for

Only people who asked: they filled in your form, called, or messaged you about a job. Following up with someone who asked for a quote is good service. Contacting people who didn't ask is a different thing, with stricter rules, and this guide doesn't cover it.

Step 1: reply fast

Someone who just sent a request may still have the job on their mind, and it's easy for them to contact another company too. Reply the same day, sooner if you can. Set your form to alert your phone, and check it at every break, the way you'd check missed calls. If you can't call until evening, send a short email: "Got your request. I'll call you after 5."

Step 2: the call back

Keep it short and friendly:

"Hi, this is [your name] with [your company]. You sent us a request about [the job]. Is now a good time? I have a few quick questions, and then we can set a time to come take a look."

If you get voicemail, leave your name, company, the job they asked about and your number, said slowly, for example 719-555-0142. Say when you'll try again, then do it. Our guide to voicemail greetings covers the other direction, when they call back and you can't pick up.

Step 3: a second touch

If you hear nothing, try again a day or two later, at a different time of day and by a different channel: if you called, send an email. Add something useful, such as the days you have open for estimates or one question that helps you price the job.

Step 4: a third touch

About a week after the request, send a short closing note:

"Hi [name], I tried to reach you about your [job] request. I don't want to keep bothering you, so I'll close this out for now. If you still want a quote, call or reply any time."

When to stop

After the third try, stop. Stop sooner if they say they hired someone, ask you not to contact them, or reply "stop" to a text. Write it in your notes so nobody on your crew contacts them again by mistake. Don't argue and don't ask why.

Texting and email rules

• Text only if the person agreed to get texts from you, for example by ticking a clearly worded box on your form. Don't assume a phone number typed into a form is permission to text.
• Say who you are in every message.
• Honor "stop" right away, on every channel.
• Keep follow-ups about the job they asked about. Marketing messages have stricter rules.
• Call at reasonable hours.

This is general information, not legal advice. Federal and state rules cover business calls, texts and emails, and they change. Check with a lawyer for your situation.

The routine on one card

• Day of request: reply, by phone first
• A day or two later: second try, different channel
• About a week later: closing note
• Then stop, and note the date and what you did

If the hard part is the first call, because you're on a job when it comes in, see ways to cover the phone. A clear quote form helps too, because you start the call knowing what they need. We can't promise how many requests turn into jobs; that depends on your price, your schedule and your market.