Following up on an HVAC quote with no reply
For a heat pump or a new furnace, clients often wait for the rebate decision or compare running costs before replying. Silence usually means a missing piece of information, not a no.
- 3 ready-to-send follow-ups
- An email and a text for each
- Gaps flagged in [brackets]
The three follow-ups to send
Copy them as they are, or tailor them with the generator below. Fill in the highlighted parts before sending.
- 1Day 2
Check the quote arrived
Channel: Text first, or email if you don’t have their numberEmailSubject: The quote for your heating project
Hi [First name], I sent you the quote for your heating project a few days ago, and I want to make sure it reached you. If the attachment won't open, or if my email ended up in your spam folder, let me know and I'll send it another way. If a line isn't clear, I'm happy to go through it with you. Have a good day, [Your name] [Company]
Text messageHi [First name], it's [Your name] from [Company]. I wanted to make sure the quote for your heating project reached you and opens properly. Any question, just reply here.
- 2Day 7
Clear up a doubt
Channel: Call, then text if they don’t pick upEmailSubject: A question about your heating project?
Hi [First name], At this stage, there's usually one point left to clear up: the system we recommended, its running costs or the rebates you can claim. If that's the case for you, I can go through it in five minutes by phone, or adjust the quote if something doesn't suit you. Would a quick call on [day] or [day] work for you? [Your name] [Company]
Text messageHi [First name], it's [Your name] from [Company]. At this stage there's often a question left about your heating project: the system we recommended, its running costs or the rebates you can claim? I can go through it with you in five minutes. When suits you?
- 3Day 21
Ask where things stand
Channel: Email, plus a short textEmailSubject: Shall I keep your file open?
Hi [First name], I don't want to keep chasing you about your heating project, so here's a simple question: shall I keep your file open? - If the project is still on, I can hold an installation slot for you. - If it's been pushed back, tell me roughly when, and I'll get back to you then. - If you've gone with someone else, no problem at all. One line on why would really help me. Either way, thank you for considering us. [Your name] [Company]
Text messageHi [First name], it's [Your name] from [Company]. So I know where things stand on your heating project, one number is plenty: 1 = still on, 2 = postponed, 3 = gone with someone else. Thank you!
What’s going on, and how to respond
Silence after a quote is rarely a no. The client is comparing, waiting on something (a loan, a rebate, a partner’s opinion), has a question that feels too small to call about, or has simply forgotten. Each follow-up should solve one of these, not just ask for an answer.
Three things to keep in mind
- Day 2 is about the quote itself: did it arrive, does it open? It’s the easiest message to send, and the one that most often gets a reply.
- Day 7 is the time to talk: a short call to clear up whatever is holding things back.
- Day 21 closes the loop with a simple question, so the client can say “postponed” or “gone elsewhere” without feeling awkward.
Tailor these messages
Add the client’s name, your company and the project, and adjust the timing: you get the message to send now, and the rest of the sequence.
Your messages will appear here.
Fill in the form: you’ll get an email and a text to send now, and the next follow-ups to plan.
Where do your customer inquiries get lost?
Three minutes to turn more inquiries into signed projects.
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