Selling the work · Comfort advisors, estimators and office managers

How to follow up on an HVAC estimate (text and email)

Unsold replacement estimates pile up because nobody likes calling to ask “so, did you decide?” A good follow-up answers the concern the homeowner raised at the table and gives one easy next step. This prompt writes the text and the email in a few minutes.

What to get right

  • Wait two to five days. Long enough to talk it over, soon enough that you’re still the company they remember.
  • Answer what they said. If they wanted to talk to a spouse, offer a quick call with both of them. If they were getting other quotes, offer to compare scope.
  • Only mention real news. A rebate deadline or an install opening next week is useful. A made-up “price goes up Friday” isn’t.
  • One step, not three. Reply to book, a time to call, or a link to approve. Pick one.

The prompt

This is the Follow up on an unsold estimate workflow, word for word. Copy it, fill in the [brackets], and paste it into the AI tool your company uses.

Never paste: Customer addresses, phone numbers or emails, financing applications or credit info, card numbers, gate/lockbox codes, or photos of the inside of someone's home showing family or personal items.
Write a short follow-up text and email.
Homeowner first name: [name]
Options presented: [good/better/best with prices]
What they said: [think about it, getting other quotes, spouse]
Anything new: [rebate deadline, install opening next week]

Friendly, helpful, one easy next step. No fake urgency.

Fill it in with the prompt builder → Open the full workflow Comfort Advisor / Replacement Estimator · saves 5 min per estimate

How to use it

  1. Pull estimates from the last two weeks with no decision.
  2. For each, fill in the options you presented and what the homeowner said.
  3. Run the prompt, then edit so it sounds like you.
  4. Send the text first and the email the same day, then log it.
  5. If there’s no reply after one more touch, move it to your slow-season list.

Tools that can help

Optional. The prompt works without any of these.

Fireflies.ai

Meeting notes

How it fits here: If you presented options on a phone or video call, the transcript gives you the homeowner’s exact concerns for “What they said,” so the follow-up answers the real objection.

Pricing: Free plan; Pro $10/seat/mo billed annually ($18 monthly); Business $19/seat/mo annually ($29 monthly). Checked Oct 2026

Details →Visit Fireflies.ai Affiliate link

GoHighLevel

Review software

How it fits here: Put every unsold estimate in a pipeline and schedule the text and email this prompt writes, so each homeowner hears back on time.

Pricing: Starter $97/mo ($970/yr); Unlimited $297/mo; Pro $497/mo. 14-day free trial. Texts, calls, email and AI are billed by usage. Checked Oct 2026

Details →Visit GoHighLevel Affiliate link

Recording calls or conversations? Recording-consent laws differ by state; some require everyone on the call to agree. Tell people, and check your state’s rules.

Related workflows

Questions shops ask

How long should you wait to follow up on an estimate?

For a replacement, two to five days after the visit is a reasonable first touch. Repair quotes can be followed up sooner, often the next day.

How many times should you follow up?

Two or three touches, each with something useful, is plenty. After that, move it to a seasonal list instead of pestering.

What if they went with another company?

Thank them, ask once what made the difference, and leave the door open. Their answer will help your next estimate.

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