15 Email Templates That Win More Jobs

Why Templates Matter

The best contractors we know have one thing in common: consistent, professional communication.

But who has time to write perfect emails for every situation?

These 15 templates have been tested by contractors with close rates above 70%. Copy them, customize them, and start winning more jobs.

Estimate Follow-Up Templates

Template 1: Same-Day Follow-Up

Send within 2 hours of delivering estimate

Subject: Your [Service] Estimate from [Company]

Hi [Name],

Thanks for the opportunity to provide an estimate for your [specific project]. I've attached the detailed estimate for your review.

Quick summary:

• Timeline: [X days/weeks]
• Warranty: [warranty terms]

I have availability [specific dates]. Let me know if you'd like to get on the schedule or if you have any questions.

Best, [Your name] [Phone]

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Template 2: 3-Day Follow-Up

Send if no response after 3 days

Subject: Quick question about your [project]

Hi [Name],

I wanted to follow up on the estimate I sent over on [day]. Have you had a chance to review it?

If you have any questions or would like to discuss the options, I'm happy to jump on a quick call. You can reach me directly at [phone].

If you've decided to go a different direction, no worries—I appreciate you considering us.

Best, [Your name]

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Template 3: 7-Day Follow-Up

Send one week after estimate

Subject: [Name] - Still thinking about [project]?

Hi [Name],

I know home improvement decisions take time, so I wanted to check in on your [project].

Is there anything I can clarify about the estimate, or any concerns I can address?

If timing is the issue, I should mention that our schedule is filling up for [month], but I can hold a spot for you if you're ready to move forward.

Let me know either way—I'm here to help.

Best, [Your name]

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Template 4: Final Follow-Up (14 days)

Last attempt before closing the file

Subject: Closing your file

Hi [Name],

I've reached out a few times about your [project] estimate and haven't heard back. I completely understand if you've gone with another contractor or put the project on hold.

I'm going to close out your file, but if anything changes, don't hesitate to reach out. The estimate is good for 30 days.

Wishing you all the best with your home.

Best, [Your name]

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Objection Handling Templates

Template 5: "Your Price is Too High"

Subject: Re: Estimate pricing

Hi [Name],

Thanks for your feedback on the estimate. I understand price is an important factor.

A few things to consider about our pricing:

1. Quality materials: We use [specific brands/quality], which cost more but last longer
2. Warranty: Our [X-year] warranty means you're covered if anything goes wrong
3. Licensed & insured: We carry full liability and workers' comp coverage
4. Clean, professional work: We protect your home and clean up completely

If budget is a concern, I'd be happy to discuss the "Good" option, which provides [core service] at a lower price point. Would you like me to walk you through that option?

Best, [Your name]

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Template 6: "I'm Getting Other Quotes"

Subject: Re: Other estimates

Hi [Name],

That's absolutely the smart thing to do—getting multiple quotes helps you make an informed decision.

When you're comparing estimates, here are a few things to look for:

• Is the contractor licensed and insured?
• What warranty do they offer?
• Are materials specified, or is it vague?
• Do they have reviews you can check?
• What's their timeline and availability?

I'm confident our estimate stacks up well on all these points. If you have questions after seeing other quotes, I'm happy to discuss.

Best, [Your name]

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Template 7: "I Need to Think About It"

Subject: Re: Taking time to decide

Hi [Name],

Totally understand—it's a significant decision.

To help you think it through, here's what other customers have found helpful:

1. The [Better/middle option] gives you [key benefit] without the premium price
2. We can break the project into phases if that helps with timing
3. We offer financing through [provider] if that's useful

Is there anything specific you're weighing? Happy to talk through it.

Best, [Your name]

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Scheduling & Confirmation Templates

Template 8: Job Confirmed

Subject: You're on the schedule! [Date] confirmed

Hi [Name],

Great news—you're confirmed for [date] at [time].

What to expect:

• Our team ([tech name]) will arrive between [time window]
• We'll call/text 30 minutes before arrival
• The job should take approximately [time]
• Payment is due upon completion ([payment methods])

Before we arrive: [Any prep instructions—clear area, secure pets, etc.]

If you need to reschedule, please let me know at least 24 hours in advance.

See you soon!

Best, [Your name] [Phone]

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Template 9: Day-Before Reminder

Subject: See you tomorrow! [Time] appointment reminder

Hi [Name],

Just a friendly reminder that we'll be at your home tomorrow, [date], between [time window] for your [service].

[Tech name] will give you a call/text about 30 minutes before arriving.

If anything has changed, please let me know ASAP at [phone].

See you tomorrow!

Best, [Your name]

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Post-Job Templates

Template 10: Thank You + Review Request

Subject: Thank you! Quick favor?

Hi [Name],

Thank you for choosing [Company] for your [project]. We hope everything went smoothly!

If you have a minute, we'd really appreciate a review. It helps other homeowners find us:

⭐ [Google review link]

Just a sentence or two about your experience makes a huge difference for our small business.

And if anything isn't right with the work, please let me know directly—I want to make it right.

Thanks again!

Best, [Your name]

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Template 11: Follow-Up After Large Job (1 week)

Subject: How's everything working?

Hi [Name],

It's been a week since we completed your [project], and I wanted to check in.

How's everything working? Any questions or concerns?

Remember, you have a [X-year] warranty, so if anything comes up, just give us a call.

Thanks again for trusting us with your home.

Best, [Your name]

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Special Situation Templates

Template 12: Reactivating Old Lead

Subject: Still thinking about [project]?

Hi [Name],

It's been a while since we talked about your [project] back in [month]. I wanted to check in and see if it's still on your radar.

If you're ready to move forward, I'd be happy to update the estimate with current pricing and availability.

No pressure either way—just wanted to let you know we're here when you're ready.

Best, [Your name]

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Template 13: Seasonal Promotion

Subject: [Season] special: Save on [service]

Hi [Name],

Hope you're doing well! With [season] approaching, many homeowners are [seasonal need—preparing heating, checking AC, etc.].

We're offering a special this month:

[Service]: [Price] (regular [price])

Includes:

• [Benefit 1]
• [Benefit 2]
• [Benefit 3]

This offer is good through [date]. Would you like to schedule?

Best, [Your name]

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Template 14: Referral Request

Subject: Know anyone who needs [service]?

Hi [Name],

Thanks again for being a great customer. I hope [project we did] is still working perfectly!

I have a quick ask: if you know anyone—friends, family, neighbors—who might need [plumbing/electrical/HVAC/etc.] work, I'd really appreciate a referral.

As a thank-you, I offer [referral incentive—$50 credit, etc.] for any referral that turns into a job.

Thanks for thinking of us!

Best, [Your name]

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Template 15: Service Reminder

Subject: Time for your annual [service]

Hi [Name],

It's been about a year since we [installed/serviced] your [equipment]. Time flies!

Annual maintenance helps:

• Extend equipment life
• Prevent costly breakdowns
• Keep warranties valid
• Maintain efficiency

I have availability [specific times]. Would you like to schedule your annual [tune-up/inspection]?

Best, [Your name]

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How to Use These Templates

1. Customize for your voice: These are starting points. Adjust the tone to match how you naturally communicate.

2. Personalize each one: Always include specific project details, not just generic text.

3. Set up automation: Use your CRM or EstimateBuilderPro to automatically send follow-ups at the right times.

4. Track what works: Pay attention to which templates get responses and refine over time.

Automate Your Follow-Ups

EstimateBuilderPro lets you:

• Save email templates
• Trigger automatic follow-ups
• Track open and response rates
• Customize timing and content

Start your free trial and never forget a follow-up again.