I used to block a whole day each month just for follow-ups. I’d pour a coffee, open a mountain of notes, and start calling and emailing past quotes, old inquiries, and “circle back next week” maybes. By dinner I’d be hoarse, half the list untouched, and I’d promise myself I’d be faster next month. I never was. The work kept piling up, and good leads slipped through the cracks.
That’s why I built a “5-minute follow-up” system—short, repeatable touches you can do daily without derailing your schedule. It’s simple, it’s respectful, and it books more jobs.
Why “fun-sized” follow-ups win
- Speed beats perfect. A quick, helpful nudge within minutes or days wins more often than a beautifully crafted email weeks later.
- No more backlog day. Five minutes after each estimate keeps the pipeline moving and your sanity intact.
- Customers appreciate reminders. Most homeowners aren’t ignoring you; they’re juggling life. A short, friendly check-in helps them act.
The 5-minute cadence (copy-and-paste)
Use this after a quote or site visit. Stop as soon as you get a clear yes/no.
Day 0 — instant thank-you (text or email, 45 seconds)
“Hi [Name], thanks for having us out today about the [project]. Here’s your estimate: [link/attachment]. If you have questions or want to hold a spot, reply ‘HOLD’ and I’ll call you. —[Your name], [Company]”
Day 2 — helpful nudge (60–90 seconds)
Subject: Quick check on your [project]
“Hi [Name], following up to see if anything in the estimate needs adjusting—timing, materials, or budget. Happy to tweak. Want a 5-minute call? —[Your name]”
Day 7 — risk reducer (90 seconds)
“Hi [Name], many clients ask about warranties, clean-up, and scheduling. Short answers: [1-sentence warranty], [how you protect the home], [soonest start date]. If that helps, I can pencil you in. —[Your name]”
Day 21 — final courtesy (60 seconds)
“Hi [Name], last check-in on the [project]. No pressure—just closing files for the month. If you’d like me to keep this estimate active, reply ‘KEEP’ and I’ll extend it. —[Your name]”
Day 45 — re-open (optional, 60 seconds)
“Hi [Name], timelines change. If the [project] is back on your radar, I can update pricing and availability this week. Worth a quick refresh? —[Your name]”
Tip: Text is great for speed; email is better for detail. Alternate them.
3 tiny scripts that feel human (and work)
Text (post-estimate):
“Thanks again today, [Name]. Estimate’s in your inbox. Want me to hold a spot for the week of [date]? Reply YES and I’ll do the paperwork.”
Voicemail (no answer):
“Hi [Name], it’s [Your name] at [Company] about your [project]. I sent the estimate and can adjust anything—materials, timing, scope. Call/text me at [number]. I’ll also email this so you can reply when it’s convenient.”
Email (price concern):
“Totally understand wanting to keep this within [budget]. Two quick options we use:
- Phase the work: start with [scope] now, [scope] later.
- Swap [material A] for [material B], similar look, saves ~$[amount].
If either helps, I’ll update the quote today.”
A one-page tracker (no fancy software required)
Create a simple sheet you can scan in 30 seconds, with columns:
Name | Project | Quote Sent (date) | Day 0 | Day 2 | Day 7 | Day 21 | Result | Notes
Block two 15-minute windows each day (e.g., 11:45 a.m. and 4:45 p.m.). In each window, work the next 5–8 touches. That’s it. No “follow-up day” ever again.
Make it feel good for the homeowner
- Lead with service, not pressure. Offer a tweak, a hold slot, or a quick call—give them an easy next step.
- Remove friction. Include the estimate link, payment options, and earliest start date.
- Set an off-ramp. “If now’s not the time, reply STOP and I’ll close the file.” People appreciate the clean end.
What to measure (simple scoreboard)
- Response rate (replies ÷ total touches)
- Booking rate (jobs ÷ quotes)
- Average days to book (first touch to deposit)
FAQs you might be thinking
- Isn’t this spammy? Not if you keep it brief, helpful, and finite. Four touches over 3 weeks is professional, not pushy.
- What if I hate texting? Use email + voicemail. Consistency matters more than channel.
- Can I automate? Yes—use basic CRM/reminder tools—but write messages in your voice first. Automation is for timing, not tone.
The bottom line
I used to drown in follow-ups. The “5-minute” approach fixed that. Short, scheduled touches, done daily, book more work than any marathon admin day ever did. You don’t need a new personality or a new platform. You need a tiny system that fits between jobs. Start with Day 0 and Day 2 this week. When that feels normal, add Day 7. Keep it human, keep it brief, and watch the calendar fill.