What you'll get from this guide
- Complete 5-touch follow-up cadence with exact timing rules
- Copy-paste SMS and email scripts for each touchpoint
- Top 3 objection-handling responses that close more jobs
You sent the estimate. The customer said they'd 'think about it.' And then... nothing. Sound familiar?
The average HVAC company closes 30-40% of estimates. The companies closing 55-65% aren't better at estimating — they're better at following up. The difference is a simple, repeatable cadence that keeps you top-of-mind without making the customer feel pressured.
Follow-Up by the Numbers
of HVAC salespeople never follow up after the first estimate
48%
of sales require 5+ touches to close
80%
response window — leads contacted within 5 minutes are 9x more likely to convert
5 min
close rate improvement reported by teams using structured follow-up
35-50%
Follow-Up Timing Rules
| Touch | Timing | Channel | Goal |
|---|---|---|---|
| 1 — Estimate Delivery | Same day | In-person or email | Set expectations and next steps |
| 2 — Quick Check-In | 24 hours later | SMS | Answer questions, remove friction |
| 3 — Value Add | 3-4 days later | Share a tip, warranty info, or financing option | |
| 4 — Soft Nudge | 7 days later | SMS | Create gentle urgency without pressure |
| 5 — Final Reach | 14 days later | Phone or SMS | Final check — close or archive |
The 5-Touch Follow-Up Cadence
Deliver the Estimate with a Clear Next Step
Never end with 'let me know.' Instead: 'I'll check in tomorrow in case you have questions. If you're ready to move forward, you can approve right from the estimate link.'
24-Hour SMS Check-In
Short, casual, helpful. 'Hi [Name], just checking — any questions on the estimate? Happy to walk through the options.' This is where most deals are saved or lost.
Day 3-4: Value-Add Email
Don't ask for the sale. Instead, share something useful: financing options, equipment warranty details, or a relevant tip. This positions you as the knowledgeable choice.
Day 7: Soft Urgency SMS
Create gentle scarcity: 'Hi [Name], scheduling is filling up for [month]. Wanted to check if you'd like to lock in a date for the [service]. No rush — just wanted to give you first pick.'
Day 14: Final Reach
Close the loop gracefully: 'Hi [Name], want to check one last time on the [service] estimate. If the timing isn't right, no worries at all — just reply LATER and I'll follow up next quarter.'
Copy/Paste Follow-Up Templates
TOUCH 2 — 24-Hour Check-In (SMS) "Hi [Name], this is [Tech] from [Company]. Just checking in on the estimate we left yesterday. Any questions on the options? Happy to walk through them." TOUCH 3 — Value Add (Email Subject: Quick note on your [AC/furnace] estimate) "Hi [Name], wanted to share one thing about the [equipment] we quoted — [manufacturer] is offering extended warranty coverage through [month], which would add 2 extra years at no cost. Let me know if you'd like me to include that. Here's your estimate link: [link]" TOUCH 4 — Soft Urgency (SMS) "Hi [Name], just a heads up — our spring schedule is starting to fill. If you want to lock in a date for the [service], I can hold a slot for you. No pressure either way." TOUCH 5 — Final Reach (SMS) "Hi [Name], checking one last time on the [service] quote. If now isn't the right time, no worries — reply LATER and I'll touch base next quarter. Either way, we're here when you need us."
Want this running automatically?
ServiceHub automates follow-ups, reminders, and booking confirmations so nothing falls through the cracks.
Handling the Top 3 Objections
"Your price is too high"
Don't drop your price. Instead: 'I understand — can I ask what you're comparing to? I want to make sure you're comparing the same scope.' Then walk through what's included that cheaper quotes often leave out (warranty, permits, cleanup).
"I need to think about it"
This usually means they have an unanswered question. Try: 'Totally understand. Is there a specific part of the estimate you'd like me to clarify? Sometimes it helps to talk through the options.'
"I'm getting other quotes"
This is healthy. Respond: 'Smart move — you should compare. If it helps, I'm happy to walk you through what to look for in other estimates so you can compare apples to apples.' This builds trust and positions you as the expert.
Follow-Up Method Effectiveness
| Method | Response Rate | Best For | Avoid When |
|---|---|---|---|
| SMS | 45-55% | Quick check-ins, scheduling | Complex explanations |
| 15-25% | Value-add content, financing details | Time-sensitive follow-ups | |
| Phone Call | 20-30% | High-ticket jobs ($5K+), final closes | First follow-up (feels too aggressive) |
| In-Person | 70%+ | Same-day close attempts | After the customer has left the property |
How ServiceHub Automates Your Follow-Up
Stop relying on memory or sticky notes. ServiceHub triggers follow-up sequences automatically after every estimate.
- Auto Follow-Up Sequences: Set up your 5-touch cadence once. Every new estimate triggers the sequence automatically — SMS, email, or both.
- Estimate Link Tracking: Know when the customer opens your estimate so you can time your follow-up perfectly.
- One-Click Approval: Customers approve estimates and book directly from the link — no phone tag required.
- Pipeline Visibility: See every open estimate, how many touches have been sent, and which ones need attention.
?FAQ: HVAC Estimate Follow-Up
How many times should I follow up on an HVAC estimate?▼
When is the best time to send HVAC follow-up texts?▼
Should I follow up by phone or text?▼
How do I follow up without being annoying?▼
What close rate should I target for HVAC estimates?▼
Can I automate HVAC estimate follow-up?▼
Stop losing jobs to slow follow-up
ServiceHub automates your estimate follow-up so no quote falls through the cracks.
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