HVAC Estimate Follow-Up Text Scripts (2026)

What you'll get from this guide

5-touch follow-up cadence with exact timing
Copy-paste SMS scripts + call/voicemail version
Top 3 objection-handling scripts + STOP rule

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Get the complete 5-touch sequence for your team. Includes SMS templates, the voicemail script, and objection handling.

Disclaimer

This template is provided for general informational purposes only. Legal, tax, and regulatory requirements vary by business and jurisdiction, so you are responsible for reviewing and adapting it before use. LeadDuo makes no warranties and is not liable for outcomes resulting from use of this template.

Follow-Up Benchmarks

Typical close rate without follow-up

10–25%

With a consistent follow-up sequence

25–45%

Decision window

3–7 days

Best first follow-up

2–4 hours

Before You Start: The STOP Rule

If a customer replies "no," "stop," or asks you to stop texting — stop immediately. Remove them from the follow-up sequence. This is both a legal requirement (TCPA) and a brand-safety best practice.

A professional follow-up sequence builds trust. Ignoring opt-outs destroys it.

The 5-Touch Follow-Up Cadence

Touch 1: Same Day (2–4 hours after estimate)

Quick check-in to see if they have questions. SMS is best — it's casual and fast.

Touch 2: Day 2 (next morning)

Add value — share a relevant tip or mention a real review. Don't just ask 'did you decide?'

Touch 3: Day 4

Address the most common hesitation. Offer options: financing, phased repair, or priority scheduling.

Touch 4: Day 7

Create gentle urgency. Mention scheduling availability or seasonal timing.

Touch 5: Day 14 (final)

Last check-in. Give them an easy out while keeping the door open.

Touch 1: Same-Day Check-In

Hi [Name], it's [Your Name] from [Company]. Just wanted to make sure the estimate for your [AC/Furnace/system] came through clearly.

Any questions I can answer? Happy to hop on a quick call. 👍

Touch 2: Day 2 — Value Add

Hi [Name]! Quick heads-up — running your system without this repair can make it work harder (higher bills + more wear on other components).

Just wanted to share in case it helps with the decision. Let me know if you'd like to move forward! — [Your Name]

Touch 3: Day 4 — Options (Not Discounts)

Hey [Name], I know [the repair/replacement] is a big decision. Just wanted to let you know we offer a few options:

1️⃣ Financing — as low as $[X]/month
2️⃣ Fix the critical issue now, plan the upgrade for next season
3️⃣ Priority scheduling — we can hold a spot for you this week

Want me to send details on any of these? — [Your Name]

Touch 4: Day 7 — Gentle Urgency

Hi [Name], just a heads up — our [season] schedule is starting to fill up. If you'd like to get this taken care of before the rush, I can hold a spot for you this week.

Let me know! — [Your Name], [Company]

Touch 5: Day 14 — Graceful Close

Hi [Name], just checking in one last time on the estimate for [job description]. No pressure at all — if you've gone another direction, totally understand.

If you'd like to revisit it in the future, just text this number. We're here when you need us. 🙂 — [Your Name]

Call + Voicemail Version

If you get no response after Touch 2, call once and leave a 10-second voicemail, then go back to texting for Touches 4 and 5.

When to call

Day 3 or 4 (between Touch 2 and Touch 3). Call during business hours — never before 9 AM or after 6 PM.

Voicemail script (keep it under 15 seconds)

"Hi [Name], it's [Your Name] from [Company]. Just following up on your [AC/Furnace] estimate. If you have any questions, give me a call back at [Phone] or just text me. Thanks!"

If they answer

Don't pitch. Just ask: "Do you have any questions about the estimate?" Let them lead the conversation. If they're still deciding, mention the options from Touch 3.

Handling the Top 3 Objections

"It's too expensive."

Don't drop your price. Instead: 'I understand. Here's what's included that most companies charge extra for: [list 2–3 items]. We also offer financing at $[X]/month if that helps with the budget.'

"I'm getting other quotes."

'Absolutely, you should compare. Here's what makes us different: [warranty, same-day, licensed techs]. When are you planning to decide? I'll check back then.'

"I need to talk to my [spouse/partner]."

'Of course! Would it help if I sent a quick summary they can review? I can also be available for a quick call if they have questions.'

?FAQ

How long should I follow up after an HVAC estimate?▼

Follow up for about 2 weeks. The 5-touch cadence covers Day 1, Day 2, Day 4, Day 7, and Day 14. After that, move them to a seasonal reactivation list and reach out in 6 months.

What do I text a customer after sending an estimate?▼

Keep the first text simple: 'Just wanted to make sure the estimate came through clearly. Any questions I can answer?' Don't pitch or add pressure. Save objection handling for Touch 3.

How many follow-ups is too many?▼

Five touches over two weeks is the sweet spot. Research shows it takes 5–7 touches to close a sale, and most HVAC companies stop at one. If a customer asks you to stop, stop immediately.

Should I call or text for follow-up?▼

Text first (higher response rate). If no response after Touch 2, call once and leave a short voicemail, then return to texting for the remaining touches.

What if they say no?▼

Thank them, remove them from the active sequence, and add them to a seasonal list. Reach out in 6 months when their system may need attention again. Never keep following up after a clear no.

Automate This

Stop Manually Tracking Who to Follow Up With

If you want this sequence to run automatically after every estimate — with the right message at the right time, and automatic stop when they respond — here's how it works.

Auto-send the 5-touch sequence after every quote — no reminders needed
Track which quotes are open, viewed, and need follow-up in one dashboard
When they approve, auto-convert the estimate to a job and schedule it

See the Follow-Up Demo (2 min) Start Free Trial

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