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Estimate follow-up email templates

Emails that bring a quiet estimate back to life, with subject lines that say what the email is about. Fill in the blanks, copy, send.

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Friendly check-in

Email with subject line
Subject: Your [Job] estimate from [Your business]
Hi [Customer name], Thanks again for having me out to look at the [Job]. I wanted to make sure the estimate reached you and answer any questions. You can see the options, sign and pick a start date here: [Estimate link] If anything in it is unclear, reply to this email or call me at [Your phone]. Thanks, [Your name] [Your business]

Options email

Email with subject line
Subject: A few ways to do the [Job]
Hi [Customer name], I know a project like the [Job] is a real decision, so I wanted to lay out the choices plainly: - [Option 1] at [Price 1] - [Option 2] at [Price 2] - [Option 3] at [Price 3] All three are in the estimate here: [Estimate link] If none of them fits, tell me what would and I will see what I can put together. [Your name] [Your business]

Last note

Email with subject line
Subject: Closing out your [Job] estimate
Hi [Customer name], I have not heard back about the [Job], so I will close out the estimate for now. No hard feelings at all. If you want to pick it up later, reply to this email and I will update the price and get you on the schedule. Thanks for considering us, [Your name] [Your business]

When to send a quote follow-up email

Email suits bigger jobs, commercial customers and anyone who asked for the estimate by email. Send the check-in a couple of days after the estimate, the options email when you think price is the question, and the last note when it has gone quiet for a while.

How to make it yours

  • Say the job in the subject line. "Your roof estimate from Ruiz Roofing" gets opened; "Following up" does not.
  • Keep it short. The estimate holds the detail. The email just brings it back.
  • Show options. A choice between your own prices beats a choice between you and another contractor.
  • Sign with a real name and phone number.

Send it automatically: Bid follow-ups

Koira nudges every open estimate on day two and day four by text and email, then stops. You see who opened it and who signed. Estimates go out with good, better and best options from your own price list.

Koira's free Office plan includes estimates, invoices and card payments. See pricing for what each plan sends for you.

Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.

FAQ

What subject line should a quote follow-up email have?

Name the job and your business, such as Your deck estimate from Ruiz Builders. Customers open emails they recognize.

How many follow-up emails should I send?

Two or three, a few days apart. Close the estimate politely after that.

Should I offer a discount in a follow-up?

Offer a smaller option instead. Cutting the price of the same job teaches customers to wait for a discount.

When should I use text instead of email?

Text for homeowners and quick jobs, email for larger projects and commercial customers. Many contractors send both.

More templates

Message templateQuote follow-up textNudge an open estimate by text: first nudge, check-in, polite close.Message templateDeposit requestAsk for the deposit: what it covers and a link to pay.Message templateJob completion thank-youThank the customer when the job is done, and invite them back.Koira sends itBid follow-upsThe same message, sent at the right time without you.TemplatesAll message templatesQuotes, payments, appointments, reviews and more.

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Estimate Follow-Up Email Templates for Contractors | Koira