A respectful 14-day sequence for estimates your company has already delivered. Adapt the details to the homeowner, the actual project, your documented email basis, and the promises your team can keep.
Use these as drafts, not an unattended campaign. Stop scheduled follow-up when a person replies, honor opt-outs, and have a named team member own the next step. This resource is email-only and is not legal advice.
Day 0
Confirm the estimate arrived
Purpose: remove a delivery problem before treating silence as a sales objection.
Subject: Your roofing estimate from [Company]
Hi [First name],
I wanted to confirm that the estimate for [project or property] reached you. If anything is missing or unclear, reply here and I will help.
No rush to decide today. I have [next review date] noted for a quick check-in unless you reply sooner.
[Name]
[Company]
Day 2
Make questions easy
Purpose: invite a specific question without manufacturing urgency.
Subject: Questions about the [project] estimate?
Hi [First name],
Roofing estimates can raise questions about scope, materials, warranty, timing, or payment terms. Which part would be most useful to clarify?
You can reply with the question, and [owner] will respond by [truthful response window].
[Name]
Day 5
Identify the decision blocker
Purpose: learn what is actually delaying the decision instead of sending another generic reminder.
Subject: What is the estimate waiting on?
Hi [First name],
Is the project mainly waiting on timing, another estimate, insurance, financing, a scope change, or something else?
If you tell me the blocker, I can confirm what our team can address. If the project is no longer moving forward, that is helpful to know too.
[Name]
Day 7
Restate the agreed scope
Purpose: make comparison easier using only facts already present in the estimate.
Subject: Quick scope recap for [property or project]
Hi [First name],
For an easier review, the estimate covers [short factual scope summary]. It includes [confirmed item] and does not include [confirmed exclusion].
If that scope no longer matches what you need, reply with the change and we can confirm whether a revision makes sense.
[Name]
Day 9
Offer one clear next step
Purpose: replace a vague "just checking in" message with a decision the homeowner can answer.
Subject: Next step for your roofing estimate
Hi [First name],
The simplest next step is one of these:
1. Reply with a question.
2. Ask us to revise a specific part of the scope.
3. Confirm that you want to discuss scheduling.
4. Tell us to close the estimate.
Whichever is accurate is useful. We will update the record and avoid unnecessary follow-up.
[Name]
Day 12
Confirm the real timing
Purpose: separate a delayed project from a lost one without inventing scarcity.
Subject: Is this roofing project still planned?
Hi [First name],
Is this project still planned for [known timeframe], or has the timing changed?
If it is delayed, tell me when a follow-up would actually be useful. We will not claim a schedule opening or deadline unless our team has confirmed it.
[Name]
Day 14
Close the loop respectfully
Purpose: stop an unproductive sequence while leaving a clear path back.
Subject: Closing the loop on your roofing estimate
Hi [First name],
I have not heard back, so I will pause follow-up after this note.
If you want to revisit the estimate, reply here and we will confirm the current scope, pricing, and schedule rather than assume the original details still apply.
Thank you for considering [Company].
[Name]
Rules that matter more than the copy
Use a documented basis to email the recipient about the requested estimate.
Stop automation immediately when a person replies.
Honor opt-outs, declines, complaints, and channel preferences.
Never invent discounts, deadlines, availability, insurance facts, or customer details.
Keep customer data inside approved systems with appropriate access.
Review every template against your actual estimate, terms, and response capacity.
Arbor maps the current estimate handoff, adapts an email-only sequence, defines stop and ownership rules, and adds a simple outcome tracker. The founding pilot is a fixed $350 scope and does not guarantee jobs or revenue.
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