Text script library for HVAC and plumbing

Texts work best when they are short, specific and easy to answer. Replace the bracketed parts with real details, and send only to customers who have agreed to receive texts from you.

When an estimate goes quiet

First check-in

About a week after sending the quote

Hi [name], it's [you] at [company]. Just checking the [job] quote reached you and answering any questions. Happy to talk it through whenever suits.

Offering help with the usual blockers

A few days after the first check-in

Hi [name], following up on the [job] quote. If timing or budget is the question, there are a couple of ways we can adjust it. Want a quick call?

The graceful close

Last touch

Hi [name], I don't want to keep bugging you, so this is my last note on the [job] quote. If anything changes, reply here and I'll pick it right back up.

Common objections

"I need to think about it"

Reply

Of course, it's a big decision. Is there anything I can clarify to make it easier? I can also send a one-page summary of the options.

"I got a cheaper quote"

Reply

Thanks for telling me. Would you be open to sharing what the other quote covers? I'd like to make sure we're comparing the same equipment, warranty and installation.

"I need to talk to my spouse"

Reply

Totally understand. I can put together a short summary you can both look at. Would a call with both of you this week help?

"Not right now"

Reply

No problem. Would it help if I checked back in [month]? I'll note your system's age and what we discussed so we can pick up where we left off.

Invoices

Friendly reminder

Just past due

Hi [name], a quick reminder that invoice [#] for $[amount] was due on [date]. You can pay here: [link]. Thanks again for choosing [company].

Firmer follow-up

30+ days past due

Hi [name], invoice [#] for $[amount] is now [X] days past due. Please pay today at [link] or call me at [number] so we can sort it out.

Maintenance plans

Offering a plan after a visit

Same day or next day

Thanks for having us out today, [name]. Many of our customers add our annual plan so their system gets a tune-up each year at a set price. Want me to send the details?

Renewal reminder

30 days before renewal

Hi [name], your [company] maintenance plan renews on [date]. Reply YES and we'll keep your tune-up booked, or call if you'd like to change anything.

See the cold estimate follow-up guide, the invoice collection checklist and the maintenance plan playbook for the thinking behind these.