How often should contractors follow up on estimates?

Recommended four-checkpoint schedule

• Checkpoint 1: the next day after the estimate.
• Checkpoint 2: roughly two days later.
• Checkpoint 3: roughly three days after that.
• Checkpoint 4: roughly four days later.

For an estimate delivered Sunday, the recommended checkpoints are Monday, Wednesday, Saturday, and the following Wednesday. Business hours and customer preferences still control the actual send time.

Checkpoint 1: invite an open response

• “Hi [Name], it’s Max with [Business]. Have you had a chance to look over your estimate for [job]? What are your thoughts so far?”

This asks for engagement without assuming the customer has an objection or is ready to buy.

Later checkpoints: surface the decision

• Ask whether the customer has questions about the scope or timing.
• Ask what is holding the decision back.
• Ask how the business could earn the work.
• Make the final message easy to close, pause, or continue.

Each message should add a useful question. Repeating “just checking in” four times gives the customer little reason to answer.

Stop and handoff rules

• Stop automatic follow-up immediately when the customer replies.
• Stop when the estimate is declined, accepted, expired, or withdrawn.
• Pause when the owner starts a personal conversation.
• Do not count an accepted estimate as recovered revenue until the job is confirmed complete.

A clear handoff protects the customer experience and prevents overlapping messages from the owner and MAX.