If you send quotes and then hear crickets, you’re not alone. Most shops leak revenue between “Nice talking to you” and “See you Tuesday at 10.” This playbook gives you the exact text and email cadence that rescues stalled quotes and turns call-only inquiries into confirmed jobs. Copy, paste, and ship.
Ground rules before you automate
- Speed to first touch: reply within 5 minutes. After that, response rates drop off a cliff.
- One clear next step per message: book a visit, pick a time, or approve the quote. No scavenger hunts.
- Respect quiet hours: keep SMS between 8 am and 8 pm local time.
- Always include opt-out on SMS: “Reply STOP to opt out.”
- Branch by lead type: stalled quote vs call-only vs voicemail needs different angles.
- Fail out gracefully: if someone ghosts after Day 14, move to a light monthly nurture.
Lead types to identify up front
Tag leads as they enter your system so the right branch fires:
- Stalled Quote (quote sent, no response)
- Call-Only Inquiry (asked a question, no email or form captured)
- Voicemail / Missed Call (left a message, no booking)
- Price Shopper (compares multiple quotes)
- Emergency (active leak, sewer backup; fast-track)
The sequence: first 24 hours to Day 14
Minute 0–5: instant SMS (all lead types)
Goal: acknowledge, set expectations, and offer the next step.
SMS
{{first_name}}, thanks for reaching out to {{company_name}}.
Fastest path: tap to pick a time today/tomorrow: {{booking_link}}
Questions? Text me here. Reply STOP to opt out.
If emergency keyword caught (leak, flood, sewer):
{{first_name}}, got it. This sounds urgent. I can bump you to the front of the line.
Call now {{dispatch_number}} or reply “PRIORITY” and I’ll ring you in 60 seconds.
Hour 1: value nudge + friction removal
SMS
Quick heads-up: our tech can swing by {{next_open_slot}} and there’s no trip fee if we complete the work.
Grab it here: {{booking_link}}. Reply STOP to opt out.
Email
Subject: Quick availability for {{job_type}}
Body:
Hi {{first_name}},
We’ve got an opening {{next_open_slot}} for {{job_type}}.
Approve your visit in 10 seconds here: {{booking_link}}.
If you prefer a ballpark first, reply with photos or a 30-sec video and we’ll estimate ranges before we come out.
– {{dispatcher_name}}, {{company_name}}
Hour 6: social proof + de-risk
SMS
FYI: {{company_name}} is rated ★★★★★ by {{review_count}} homeowners in {{city}}.
We guarantee clean work and upfront pricing. Book here: {{booking_link}}. Reply STOP to opt out.
Email
Subject: What other {{city}} homeowners said about us
Short body with 2–3 one-sentence reviews and a link to your reviews page.
Day 1 morning: the “two-option” close
SMS
{{first_name}}, want me to pencil you in for {{option_a}} or {{option_b}} for {{job_type}}?
Text A or B and I’ll lock it. Reply STOP to opt out.
Email
Subject: Hold a time for {{job_type}}?
Offer two concrete time windows with a single CTA button for each.
Branch: Stalled Quote (quote sent, no reply)
Day 2
SMS
Anything unclear on the quote for {{job_type}}?
If price is the holdup, I can suggest scope options. Want “Good/Better/Best” choices?
Email
Subject: 3 ways to do {{job_type}} (same quality, different budgets)
Lay out Good / Better / Best in a simple table with inclusions, warranty, and turnaround. Button: “Approve this option.”
Day 4
SMS
I can hold your price until {{hold_date}}. After that, supplier costs may change.
Do you want me to lock it?
Day 7
Email
Subject: Before I release your spot…
Position scarcity honestly: one opening remains this week; click to keep it or reschedule.
Day 14
SMS
Closing the file on {{job_type}} for now. If you still need help, text “RESUME” and I’ll reopen your spot.
Branch: Call-Only Inquiry (no form, no email)
Goal is to convert the conversation into a booked slot and capture contact info.
Immediately after the call ends
SMS
It’s {{dispatcher_name}} from {{company_name}}. Here’s the link to book the {{job_type}} visit we discussed: {{booking_link}}.
Takes 10 seconds. Reply STOP to opt out.
Hour 3
SMS
Still nearby today. If I can come {{same_day_window}}, there’s no diagnostic fee. Want it?
Day 2
SMS
If timing is tough, I can do a quick video estimate.
Reply with photos/video and I’ll send a range today.
Branch: Voicemail / Missed Call
Minute 5
SMS
Saw your missed call. I can call back now or you can grab a time here: {{booking_link}}.
What works?
Hour 2
Email (if captured)
Subject: Quick call-back + fast scheduling
Short body with callback number and booking link.
Branch: Price Shopper
Hour 1
SMS
Totally fine to compare. To keep apples-to-apples, here’s what our quote includes: licensed tech, warranty, and cleanup.
If you share the other quote, I’ll mark differences and suggest savings.
Day 2
Email
Subject: Side-by-side comparison for {{job_type}}
Include a simple checklist of inclusions and exclusions. CTA: “Match or beat options.”
Copy-and-paste templates
Use these variables in your system:{{first_name}} {{last_name}} {{job_type}} {{booking_link}} {{next_open_slot}} {{hold_date}} {{dispatcher_name}} {{company_name}} {{city}} {{dispatch_number}}
Approval SMS (stalled quote)
{{first_name}}, ready to green-light {{job_type}}?
Tap to approve and pick your time: {{booking_link}}. Reply STOP to opt out.
No-answer follow-up SMS
Tried to reach you about {{job_type}}. Want me to try again at {{alt_time}} or just book here: {{booking_link}}? Reply STOP to opt out.
“We’re on the way” SMS (after booking)
We’re set for {{appointment_time}}. You’ll get a 30-min heads-up.
If anything changes, reply here.
Last-chance SMS (Day 14)
Closing out open quotes today. Want me to keep yours active?
Reply YES and I’ll extend it to {{extend_date}}.
Automation map (high level)
- Triggers
- New lead created → Instant SMS + Hour-1 Email
- Quote sent → Stalled Quote branch
- Missed call → Missed-Call branch
- “Leak/Flood/Sewer” keyword → Emergency fast-track
- Tags / Stages
NEW_LEAD→QUOTE_SENT→BOOKED→COMPLETED→REQUEST_REVIEW
- Fail-safes: stop sequence on
BOOKED,DO_NOT_CONTACT
- End conditions
- Any reply pauses automations and opens a human task
- STOP/UNSUB automatically halts SMS
- After the job
- 2 hours after completion: review request SMS + link to Google profile
- 30 days later: light check-in and maintenance tip
KPIs to watch weekly
- Speed to first reply (target under 5 minutes)
- Booked-from-lead rate (target 30–60% by channel)
- Quote-to-approval rate (target 40%+ for non-emergency)
- No-show rate (target under 8% with reminders)
- Cost per booked job and average job value
Deliverability and compliance checklist
- Register your number for A2P 10DLC and use brand-safe copy.
- Put “Reply STOP to opt out” on all SMS.
- Keep images and links minimal in the first email. Warm up your domain and authenticate with SPF/DKIM/DMARC.
- Respect quiet hours and state your business name in the first message of a thread.
Want the “AI assist” version?
Everything above can be fronted by an AI receptionist that:
- answers calls instantly
- qualifies jobs
- books directly into your calendar
- routes emergencies to a human
- sends this exact follow-up if someone doesn’t book
When you’re ready to stop chasing ghosts and start filling the board, switch it on.
Ready to plug this in? Book a 15-minute demo and we’ll load these sequences, customize your copy, and go live the same day.