Open Estimate Follow-up Playbook

Step 01

Agree on the next conversation

When you deliver the estimate, walk through the scope and ask when it would be helpful to reconnect. Record the agreed date, channel, and team member responsible.

Example message to adaptCopy message

Thanks for talking through the project. When would be a useful time to check back after you’ve reviewed the estimate?

Step 02

Check understanding

At the agreed time, ask whether the estimate answered their questions. Reference the actual project and make it easy to reply.

Example message to adaptCopy message

Hi [name], it’s [your name] from [business]. Did the estimate for [project] cover what you needed? Happy to talk through any questions about the scope.

Step 03

Offer a useful next step

If the homeowner wants to continue, find out what still needs clarification. Route technical or scheduling questions to the right person. Never invent availability.

Example message to adaptCopy message

Would a short scope review help? We can go through [specific question] together and confirm what happens next.

Step 04

Respect a pause

If the timing has changed, ask whether they want to set a later date or close the conversation. Honor opt-outs and avoid having multiple team members contact the same person.

Example message to adaptCopy message

Has the timing changed for your project? Let us know if you’d like to reconnect later or close this out for now.

Step 05

Record the outcome

Mark the estimate accepted, still open, paused, or closed. Record the next agreed action. Keep an unknown reason separate from a confirmed one and retain the original acquisition source.