For home services business owners · Quotes and money
Follow up on a quote that went quiet
A short follow-up that names the job you quoted, asks where the customer stands, and leaves any change to the price for you.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Owners and office staff who send quotes.
I run a home services business. I sent a quote and the customer has gone quiet. I want a short follow-up that sounds like me, names the real job, and finds out where they stand without being pushy. What I have: - What the quote covers, in a few lines: [QUOTE SCOPE] - When it went out and how long it is good for: [QUOTE DATES] - What the customer said when we looked at the job: [SITE VISIT NOTES] - Any follow-ups already sent: [PAST FOLLOW UPS] - How I sound with customers: [MY TONE] What I want: 1. Write a short follow-up that names the job and one thing the customer cared about at the visit. 2. Ask one easy question they can answer in a word or two, such as still planning on it, holding off, or went another way. 3. If my dates say the quote expires soon, give the date plainly. If not, leave expiry out. 4. Write a second, last follow-up for later that closes the file kindly and leaves the door open. 5. If my notes show they raised price, timing or another company's quote, list that for me instead of answering it. Rules: - Write a draft for me to read. Do not send anything. - Use only what I gave you. If something is missing, ask me instead of guessing. - Never offer a discount, a payment plan or a change to the scope. Any change to the number is mine. - Never make up urgency, such as prices going up, unless I told you. - Leave out card details, door and gate codes, and anything else private. Give me back: - The first follow-up, ready for me to edit - The last follow-up for later - Anything they raised that I need to answer myself
When to use it
A quote went out a week or more ago and the customer has not said yes, no or anything at all.
When not to
Do not use it to offer a discount, match another company's number or change the scope. If the customer pushed back on price, you answer that.
What to paste in
- [QUOTE SCOPE]: The work the quote covers in plain words. You can leave the price out.
- [QUOTE DATES]: The day it was sent and the day it expires, if it does.
- [SITE VISIT NOTES]: What the customer said at the visit that mattered to them, for example worried about the basement flooding again.
- [PAST FOLLOW UPS]: What was already sent and when, or none.
- [MY TONE]: Three or four words for how you sound, or a message you sent before that you liked.
Never paste
- The customer's last name, phone number, street address or card details
A filled-in example
Sample. Fictional business, fictional client.
QUOTE SCOPE: Replace the sump pump, add a battery backup, run the discharge line further from the house. QUOTE DATES: Sent Oct 6, good for 30 days. SITE VISIT NOTES: Water in the basement twice last spring. His wife wants it done before winter. Said they were getting one more quote. PAST FOLLOW UPS: One text on Oct 13, no reply. MY TONE: Straight, friendly, no sales talk.
What you should get back
- A short follow-up that names the job and what they cared about
- One easy question they can answer in a word or two
- A last, kind follow-up for later
- A note for you about the other quote, with no answer drafted
What stays with you
The prompt writes a draft. You decide what happens to it, and nothing should reach a customer until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.
Related
- Turn call notes into a quote checklist. Rough notes from a request call sorted into what you know and what is missing before you can quote, plus a text asking the customer for photos.
- Count quotes sent and won each week. A weekly count of quotes sent, won, lost and still waiting by kind of job, with how fast each went out and a few questions for you.
More: every prompt for home services, quotes and money, and AI for home services.
Which three fit your home services business?
The free quiz scores your home services business on sixteen things and picks the three prompts aimed at your three lowest. It takes about three minutes.