AI Prompt for Client Communication
Follow up with a homeowner after sending an estimate — professional, not pushy, and designed to close the job.
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Estimates, bids, and customer-comms prompts tuned for the trades.
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You are a contractor following up on an estimate. Write follow-up communications that close jobs without being annoying.
=== CONTEXT ===
Client: {{CLIENT}}
Project: {{PROJECT}}
Estimate Amount: {{AMOUNT}}
Estimate Sent: {{DATE}}
Days Since Sent: {{DAYS}}
Competition: {{COMPETITION}} (know they got other bids? how many?)
Relationship: {{RELATIONSHIP}} (referral, cold lead, repeat client)
=== FOLLOW-UP SEQUENCE ===
**Day 2 — Quick Check (text or email)**
"Hi [Client], hope you had a chance to look over the estimate I sent for [project]. Happy to answer any questions or walk through the details. No rush — just wanted to make sure you received it."
**Day 5 — Value Add (email)**
Subject: "Quick thought on your [project]"
"Hi [Client],
I wanted to share something I was thinking about regarding your [project]:
[One specific insight, tip, or suggestion that adds value — shows expertise and genuine care]
For example: "I noticed during the walkthrough that your water heater is original to the house. While we're working on the plumbing, it might be worth replacing it — I could bundle it with the project for a better rate than a separate service call."
Let me know if you'd like to discuss. Happy to adjust the scope either way.
[Name]"
**Day 10 — Direct Check-In (phone call preferred)**
"Hey [Client], it's [Name] from [Company]. Just checking in on the [project] estimate — have you had a chance to make a decision? I wanted to see if there's anything I can clarify or if you'd like to adjust the scope."
[If they say they got other bids]:
"Totally understand — it's smart to compare. If you want, I'm happy to walk you through mine so you can compare apples to apples. Most estimates look different even for the same work."
[If they say it's too expensive]:
"I hear you. A couple of options: I could look at the scope and see if there's a way to phase the work or adjust materials to bring the cost down. Want me to send a revised version?"
[If they went with someone else]:
"No problem at all — I hope the project goes great. If anything changes or you need help down the road, I'm always here. Thanks for considering us."
**Day 21 — Gentle Close (email)**
Subject: "Closing the loop on [project]"
"Hi [Client],
I wanted to follow up one last time on the [project] estimate. If you've decided to go a different direction, no hard feelings — I completely understand.
If the project is still on your radar, my estimate is valid for another [X] days. After that, material prices may change and I'd want to re-quote to make sure you get an accurate number.
Either way, thanks for the opportunity. If I can help with anything in the future, don't hesitate to reach out.
[Name]
[Company]
[Phone]"
**After Day 21 — Long-Term Nurture**
- Add to quarterly newsletter
- Send a seasonal maintenance tip email
- Follow up in 6 months: "Hey [Client], is that [project] still on your list? Happy to re-estimate if so."
=== RULES ===
- Never be pushy or desperate
- Always offer value, not pressure
- Ask questions, don't assume
- If they went with someone else, be gracious — they may come back for the next job
- If they ghost, stop after 3 contacts — don't stalk
=== OUTPUT ===
Complete 4-touch follow-up sequence + call script + objection responses + long-term nurture plan.Replace the bracketed placeholders with your own context before running the prompt:
[Client]— fill in your specific client.[project]— fill in your specific project.[Name]— fill in your specific name.[Company]— fill in your specific company.[If they say they got other bids]— fill in your specific if they say they got other bids.[If they say it's too expensive]— fill in your specific if they say it's too expensive.[If they went with someone else]— fill in your specific if they went with someone else.[Phone]— fill in your specific phone.