Blog · Construction & Trades

AI Follow-Up Texts for Contractors: Win More Jobs Without Chasing (8 Free Templates)

By Hometown Bots · Written with June (our AI assistant), reviewed by our founder · · 7 min read

Watch the demo

Preview image for the tutorial: Follow-Up Texts That Don't Feel Pushy (8 Free Templates) Video coming soon

The video for this one is coming soon. Until then, the steps below walk you through it. See all tutorials.

Ask a contractor why a job didn't close. Often the honest answer is: "I never followed up."

It's not laziness. You're on a roof or driving between jobs. Writing "just checking in" feels awkward. By the time you remember, the customer hired someone else.

This post gives you 8 follow-up texts you can copy today. Then it shows you how to use free AI to change them for any job in about a minute.

Never used AI before? You can use the 8 texts without it. The AI part is a bonus.

What you'll need

  • Your phone
  • Your phone's Notes app (to save the texts)
  • Your phone's calendar (for reminders)
  • Optional: a free account at chatgpt.com or claude.ai

Time: about 15 minutes to set up. Then a minute or two per text.

Why follow-ups work

Homeowners are busy too. A quote gets read once, then forgotten. A short, friendly text:

  • Reminds them you exist
  • Gives them an easy way to ask a question
  • Shows how you'll keep in touch during the job

The key is helpful, not pushy. Every text below is written that way.

A simple schedule

When Which text
Same day "Quote sent"
3 days later Friendly check-in
1 week later Offer to change the plan
2–3 weeks later Last, no-pressure note
After the job Thank you + review request

Step 1: Save the 8 texts

  1. Open your phone's Notes app. Tap the button to make a new note.
  2. Name it "Follow-up texts."
  3. Copy each text below into the note. (Press and hold, select, tap Copy. Then press and hold in your note and tap Paste.)

Swap in your details where you see [brackets].

1. Quote sent (same day) "Hi [Name], it's [Your name] from [Company]. I just emailed your quote for the [job]. Take a look when you can, and text me with any questions."

2. Three-day check-in "Hi [Name], just checking you got the [job] quote OK. Happy to walk you through it or answer questions. No rush."

3. Offer to change the plan (1 week) "Hi [Name], if the [job] quote is more than you planned, I'm happy to look at options, like doing it in stages or using different materials. Just let me know."

4. Scheduling nudge "Hi [Name], I've got some openings starting [week]. If you'd like to get the [job] on the calendar, just reply and I'll hold a spot."

Only send this if it's true. Never make up a deadline.

5. Last note (2–3 weeks) "Hi [Name], I won't keep bugging you! If you decide to go ahead with the [job], now or later, I'm just a text away. Thanks again for having me out."

6. After a "no" "Thanks for letting me know, [Name]. I appreciate it. If anything changes or you need help with something else, feel free to reach out."

7. Job finished "Hi [Name], thanks again for choosing [Company]. If anything doesn't look right over the next few weeks, let me know and we'll take care of it."

8. Review request (a few days after) "Hi [Name], if you were happy with the [job], would you mind leaving us a quick Google review? It really helps a small business like ours. Here's the link: [your review link]."

Google lets business owners share a link that takes customers right to the review form. Look for it in your Google business listing (search for "ask for reviews" in Google's help pages).

Step 2: Set reminders

Every time you send a quote:

  1. Open your phone's Calendar app.
  2. Tap + (or "New event").
  3. Type "Follow up: [customer first name]." Set it for 3 days from today. Save.
  4. Do it once more for 1 week from today.

When a reminder pops up, open your Notes, copy the right text, and send it.

Step 3 (optional): Let AI change a text for you

Sometimes the job is a little different. Maybe the customer is worried about cost. Or they want to wait until spring. AI can write a custom text in seconds.

Two words you'll see: AI chat is a website or app where you type a question and a computer program types back an answer. A prompt is the message you type to it.

  1. Open your web browser. Go to chatgpt.com or claude.ai.
  2. Tap Sign up if you don't have an account. Pick the free plan.
  3. Find the typing box at the bottom. It may say "Ask anything" or "Message."
  4. Paste the prompt below. Fill in the [blanks]. Tap the send arrow.
  5. Read it. Change anything that doesn't sound like you. Then copy it into a text.

Copy this:

Write a short text message (under 40 words) to a homeowner named [first name]. I sent them a quote for [job] [X] days ago. [Any detail: e.g., they were worried about cost / they want to wait until after the holidays]. Friendly, helpful, not pushy. Don't make up deadlines or discounts. Sign it [Your first name].

Want a few choices? Then paste this:

Give me 3 versions: one very casual, one more professional, and one extra short.

If this happens...

  • The text is too long. Type "Make it shorter."
  • It sounds like a salesman. Type "Less salesy. Sound like a neighbor."
  • It added a discount or deadline. Delete it. Then type "No discounts or deadlines."
  • It says you hit a limit. Free plans have limits. Use your saved texts and try again later.

Safety reminders

  • Only text people who gave you their number for the job. Stop if they ask you to.
  • Sign your name. People want to hear from the person doing the work.
  • Text during the day, not at 10 p.m.
  • Don't paste private details into AI. A first name and the type of job are enough. No addresses, phone numbers, or payment info.
  • Be honest. No fake openings or made-up offers.
  • Always read it before you send it.

Make it a habit

Try this for one month:

  1. Save the 8 texts in your Notes app.
  2. Each time you send a quote, set two reminders: 3 days and 1 week.
  3. When a reminder pops up, copy a text (or ask AI for a custom one) and send.

That's a few minutes a week. And no quote goes cold just because life got busy.

Get the rest of the helpers

Follow-ups go with clear quotes. If you haven't yet, read How to Write a Contractor Quote with AI in 10 Minutes.

For all five simple AI helpers (review replies, customer answers, quotes, reminders, and Facebook posts):

Get the free guide: 5 AI Helpers Any Main Street Business Can Set Up This Week →

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