Follow-up templates for contractors might sound boring but if leads are ghosting you, they could be your golden ticket.
Because here’s the deal: 78% of buyers go with the first company that actually responds. Not the cheapest. Not the biggest. The fastest.
You did the hard part. You got the lead. Then nothing. No text back. No email reply. Just digital crickets.
Frustrating? Absolutely.
Fixable? 100%.
This post gives you plug and play follow-up templates made for busy contractors. Roofers. HVAC techs. Plumbers. The folks who don’t have time to chase ghosts.
Ready to turn silence into sales? Let’s go.
Why Leads Ghost in the First Place
It’s not always you… seriously.
When a lead stops responding, it’s easy to assume they’ve lost interest or chose someone else. But often, that’s not the case. Here’s what’s really going on behind the silence:
1. Timing’s Off
They might have reached out in the heat of the moment—roof leaking, AC broken, plumbing backed up but once the immediate crisis cooled off, their urgency faded. Or maybe they’re just not ready to move yet and don’t know how to say “not now.”
2. Life Gets in the Way
Your quote might be sitting unread in an inbox full of dentist appointments, soccer schedules, and work deadlines. People get overwhelmed. Contractors aren’t the only ones juggling a dozen things at once.
3. Trust Hasn’t Kicked In Yet
Sometimes leads go cold because they’re still unsure about you. Maybe they’re still comparing quotes. Maybe they’re worried about being scammed. If they haven’t seen reviews, photos of your work, or a friendly follow-up, they may just freeze and not reply at all.
4. Plain Old Forgetfulness
It happens. People intend to respond, then they forget. A well-timed, thoughtful nudge is often all it takes to bring you back to the top of their mind.
The Golden Timing Rule
When it comes to follow-up, timing is everything.
How Soon Should You Follow Up After First Contact?
Right away. Like, right away.
Why? Because leads contacted within 5 minutes are 21 times more likely to turn into actual opportunities than those you follow up with after 30 minutes.
That’s not just theory. It’s math. The faster you respond, the more trust you build, and the more likely you are to beat your competition to the punch.
Even if you just shoot over a simple “Got it, working on your quote!” type of message, it shows you’re on it. And that builds trust.
How Often Should You Nudge Without Being Annoying?
Here’s a simple rhythm:
- Day 0 — Send a friendly “got your request” message
- Day 1 or 2 — Deliver the quote and ask if they have any questions
- Day 4 — Soft check-in like “Just checking to see if this is still on your radar”
- Day 7 and beyond — A final nudge with a helpful offer or reminder of availability
You’re not hounding. You’re being helpful.
Just don’t follow up every day or send long-winded messages. Keep it short. Keep it light. Keep it useful.
Want more proof this works? Watch Tommy Mello’s 10X Leads Formula for Home Service.
Follow-Up Templates That Actually Work
Sometimes all you need is the right words at the right time. These follow-up templates are built for real-life situations you face as a roofer, plumber, or HVAC pro. They’re short, non-pushy, and designed to reopen the conversation without scaring anyone off.
Here’s how each one works and when to use them.
Text Message Template: The Chill Check-In
Message:
Hey [Name], just wanted to follow up to see if you had any questions about the [roofing HVAC etc.] project. Totally understand if now is not the right time. I’m here whenever you’re ready.
| When to send: 2 to 3 days after sending a quote. This keeps you top of mind without being pushy. |
Email Template: The “Still Here When You’re Ready”
Email Body:
Subject: Still thinking about your [roofing HVAC etc.] project?
Hi [Name],
I hope you’re doing well. I wanted to check in and see if you’re still considering your options for the [specific service] we discussed. If you need any additional information, updated pricing, or help making a decision, I’d be happy to assist.
There is absolutely no rush. I just want to make sure you have everything you need to move forward confidently when the time is right.
Feel free to reply here or give me a call if that’s easier.
Best regards,
[Your Name]
[Your Company Name]
[Phone Number]
[Email Address]
| When to send: 4 to 5 days after your first outreach or proposal, especially if there has been no reply yet. |
Voicemail Script: The Friendly Reminder
Voicemail:
Hi [Name], this is [Your Name] from [Company Name]. I just wanted to follow up on the [roofing HVAC etc.] project we spoke about. No pressure at all, just checking in to see if you have any questions or if the timing is better now.
We’re happy to help whenever it works for you. You can reach me directly at [Your Phone Number]. Have a great day.
| When to use: After 1 or 2 phone calls go unanswered. This message shows professionalism while keeping the door open. |
Text Message Template: The Soft Close
Message:
Hi [Name], I’ll be in your area later this week. If you’d like a quick walkthrough or a second look at the project, I’d be happy to swing by. Totally optional, just thought I’d offer.
When to send:
About a week after the last contact, especially helpful if you suspect they’re still deciding.
Email Template: The Gentle Nudge
Subject: Just in case you’re still deciding
Hi [Name],
I wanted to reach out one last time in case you’re still considering moving forward with your [specific service] project. We’ve had a couple of openings come up for next week, and I’d be happy to reserve one for you if the timing is right.
If you’ve already made other arrangements, no problem at all. Just let me know so I can update my schedule.
Thanks again for considering us, and I hope we get the chance to work together.
All the best,
[Your Name]
[Your Company Name]
[Phone Number]
[Email Address]
| When to send: 7 to 10 days after the last contact. This version works well as a final follow-up before closing the loop. |
How to Boost Responses Without Sounding Pushy (Even on Autopilot)
Following up doesn’t have to feel salesy. In fact, the best responses often come from messages that feel personal, thoughtful, and well-timed, even if they’re automated.
Here’s how to make your follow-ups feel more like a friendly check-in than a sales pitch.
Personalization Makes the Difference
Use names. Mention their service or location. Even something simple like:
“Hey Matt, just checking in about your siding job in Chicago”
feels warmer and more relevant than a generic reminder.
Keep Your Language Gentle
Instead of saying “Are you ready to move forward?” try:
- “Let me know if you have any questions”
- “I’m here if you need anything”
- “Happy to help whenever you’re ready”
These soft CTAs keep the door open without pushing too hard.
Subject Lines That Get Opened
Short, conversational subject lines perform best. Examples:
- “Still interested?”
- “Quick question about your [service]”
- “Need anything else before we close this out?”
Automate But Make It Feel Human
Using a CRM or email platform to automate follow-ups is smart. But always:
- Customize the message for tone or stage
- Double-check scheduled sends to avoid awkward timing
- Make sure your templates sound like you
Don’t Ignore Objections
If someone hesitates, it’s likely for a reason. Addressing common concerns in your message builds trust. Check out these tips on overcoming sales objections for roofers for real examples you can use.
And If You’re Struggling to Get Leads…
Great follow-up only works if you have people to follow up with. If lead flow is the issue, you might wonder, will PPC fix my lead flow immediately?
Not overnight. But paired with solid follow-up, PPC can be a powerful tool to fill your pipeline.
Our Advice? Don’t Let Good Leads Go Cold
At the end of the day, following up is where deals are made or lost. Most contractors don’t lose jobs because they’re too expensive or unqualified. They lose them because they disappear, follow up too late, or send robotic messages that never land.
Your fortune really is in the follow up, but only if it feels timely, human, and helpful.
And if you’re ready to generate more consistent leads, not just chase them, schedule a call with Hook Agency.
We’ll help you build a lead gen machine that follows through from the first click to the final close.
