Messages for customers and local demand
These are starting drafts. Replace bracketed details, confirm the context and use only channels and contact permissions appropriate to the recipient. Add required business identification and opt-out information for promotional messages. Do not send every template as a sequence.
1 A relevant past customer check in
Hi [name], we completed [work] for you in [month]. You mentioned [future need] at the time. Is it still something you are considering? If so, I can explain the options and our current availability. If not, no problem.
2 A recurring service reminder
Hi [name], your last [service] was in [month]. If you would like to arrange the next one, reply here and we can check a suitable date. Let us know if the scope or access has changed.
3 A referral request
If someone you know is planning [project] in [area], you are welcome to pass on this page: [link]. It shows our work and how to contact us. No need to share their details; they can reach out directly.
4 An honest review request
Thank you for choosing us for [work]. If you would like to leave an honest review of your experience, here is the link: [link]. There is no obligation, and we appreciate your feedback.
5 A reply to a public request where business replies are allowed
We handle [service] in [area]. For what you described, we would first need to check [detail]. I am [name], the owner of [business]. If useful, send [basic information] and we can explain the next step.
6 Permission to share a project
We would like to show the work as an example of [service]. Would you be comfortable with us using [specific photographs and description] on [channels]? We would remove [identifying details]. It is completely fine to decline.
Use the reply as information. A “not now” can reveal timing. A question can reveal missing clarity. A decline should end the request, not trigger a more insistent version of the same message.
Messages for trade and commercial relationships
These messages are designed to open a relevant conversation. They do not assume that the recipient needs your service or owes you an introduction. Apply the outreach rules for the location and channel, including required identification, consent and opt-out handling.
7 A complementary trade introduction
Hi [name], we handle [scope] in [area]. I noticed you focus on [related service]. Do your customers sometimes need [adjacent work] that you do not cover? If useful, I can send a short overview of our scope, examples and how we handle referrals.
8 A specific overflow offer
Hi [name], we have capacity for [defined work] during [accurate period]. If you have any suitable overflow, I am happy to discuss scope and requirements. We cover [area] and can share [relevant evidence].
9 A commercial buyer introduction
Hi [name], I saw [verified business event]. We provide [relevant service] for [type of buyer] in [area]. Who is the appropriate person to ask about supplier requirements for that work?
10 A short capability follow through
Thanks for the conversation. Here is the overview you requested: [link]. It covers our scope, area, relevant projects and contact details. For a first opportunity, we would confirm [requirements] before quoting.
11 A restrained follow up
Hi [name], following up on my note about [specific service]. If you already have it covered, no problem. If a backup would be useful, I can send the brief overview. Otherwise I will leave it here.
12 Closing the loop with a referrer
Thank you for introducing [customer, where appropriate]. We have made contact and agreed the next step. I appreciate you thinking of us. I will let you know if we cannot help so the customer is not left waiting.
Keep promises operational. Only offer a response time, service area or available date the business can honor. An introduction can create trust before the first job, but an inaccurate promise can spend that trust quickly. The best follow-through is doing the small thing you said you would do.
Messages from inquiry to decision
Use the customer's actual details and avoid asking for information already provided. These messages should support a conversation, not disguise an automated sequence as personal attention.
13 Inquiry acknowledgment
Thanks for your request about [service]. We have received it and [person or team] will review it by [realistic time]. If you need to add anything, reply here. For [relevant urgent alternative], use [route].
14 Clarifying the next step
Hi [name], this looks within our usual scope. Could you confirm [one or two details]? That will help us decide whether we can prepare an initial estimate or need a visit first.
15 A polite decline
Thanks for considering us. We do not currently cover [service or area], so I would not want to waste your time arranging a quote. You may need a provider specializing in [appropriate category].
16 A missed call reply
Hi [name if known], this is [business] returning your call. We are available at [realistic time]. If easier, reply with the service and project area, and we can arrange the next step.
17 Sending the quote
Here is the quote for [project], based on [agreed scope]. The main assumptions and exclusions are included. As discussed, I will check in on [date]. Let me know if anything needs explaining before then.
18 Clarifying a decision
You mentioned [specific concern] when we spoke. Is there anything in the quote you would like clarified before deciding? I am happy to explain the options within the agreed scope.
19 A postponed project
Understood. Would you like me to contact you in [period], or would you prefer to reach out when you are ready? We can review pricing and availability at that point.
20 Closing an unanswered quote
I have not heard back about [project]. Would you like us to keep it open, revisit it later or close it for now? If I do not hear from you, I will close the follow-up on our side. You are welcome to contact us again.
Stop these messages when the customer responds, declines, books or asks you not to contact them.