Home Services Post-Quote Follow-Up Playbook: Winning More Business with Strategic Follow-Ups

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Objective

This playbook provides a structured follow-up strategy for home service businesses (HVAC, plumbing, electrical, landscaping, etc.) to increase conversions after providing a quote. By leveraging personalized handwritten letters, along with emails, phone calls, and text messages, businesses can build trust, stay top-of-mind, and increase their chances of closing the sale.

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Post-Quote Follow-Up Timeline & Strategy

Step 1: Immediate Handwritten Thank You Card (Sent Within 24 Hours)

Why?

• Makes the prospect feel valued and appreciated.
• Differentiates your business from competitors who rely solely on digital follow-ups.
• Establishes a personal connection, reinforcing trust.

Example Handwritten Messages:

1. "Hi [Customer's Name], I wanted to personally thank you for taking the time to meet with us today. We appreciate the opportunity to provide a quote and would love to work with you. If you have any questions, please don’t hesitate to reach out. Looking forward to serving you! Best, [Your Name] – [Your Business]"
2. "Dear [Customer’s Name], It was a pleasure visiting your home and discussing your project. We take pride in providing top-quality service and are here to answer any questions. Let us know how we can help! Best, [Your Name] – [Your Business]"
3. "[Customer’s Name], Thank you for welcoming us into your home and allowing us to provide a quote. We know these decisions take time, and we’re happy to help in any way we can. Looking forward to working with you! – [Your Name] – [Your Business]"

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Step 2: Follow-Up Email (1 Day After Quote)

Why?

• Helps you stay top of mind and provides digital documentation.
• Gives prospects an easy way to reply with questions.

Email Template: Subject: Following Up on Your Quote – [Your Business Name]

Hi [Customer’s Name],

I just wanted to follow up on the quote we provided for your [project type]. If you have any questions or need any adjustments, I’d be happy to assist. We’re here to make the process easy for you and ensure you get the best solution.

Looking forward to hearing your thoughts!

Best, [Your Name]
[Your Business Name]
[Your Contact Information]

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Step 3: Follow-Up Phone Call (3 Days After Quote)

Why?

• By now, the handwritten note you sent should have arrived. A phone call + handwritten letter that arrives in the mail is a powerful combo that sets you apart.
• Gives a personal touch and allows for real-time conversation.
• Helps uncover any hesitations or questions the customer may have.

Phone Call Script: "Hi [Customer’s Name], this is [Your Name] from [Your Business]. I wanted to follow up on the quote we provided for [service]. Do you have any questions, or is there anything we can clarify? We’d love to help you move forward when you’re ready!"

(If they say they need more time, schedule another follow-up.)

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Step 4: Follow-Up Text Message (7 Days After Quote)

Why?

• Quick and convenient for the customer.
• Keeps your business top-of-mind without being intrusive.

Text Template: "Hi [Customer’s Name], just checking in to see if you had any questions about your quote for [service]. Let me know if there’s anything we can do to help! – [Your Name], [Your Business]"

Step 5: Final Follow-Up Email (10 Days After Quote)

Why?

• Provides one last reminder before moving on.
• Creates urgency without being pushy.

Email Template: Subject: Last Chance to Lock in Your Quote!

Hi [Customer’s Name],

I wanted to check in one last time regarding your quote for [service]. We’d love to work with you and are happy to answer any last-minute questions. Let us know how we can help!

Looking forward to your decision.

Best, [Your Name]
[Your Business Name]
[Your Contact Information]

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The Power of Handwritten Notes in Follow-Ups

Why a Handwritten Note is Essential

While every contractor will follow up with emails, texts, and phone calls, very few will take the extra step of sending a handwritten letter. This small yet powerful gesture can make a significant impact for several reasons:

• Separates You from the Competition – Most businesses rely solely on digital follow-ups. A handwritten note shows effort and thoughtfulness, making your business stand out from the rest.
• Cuts Through the Digital Noise – Customers are inundated with emails, calls, and notifications daily. A handwritten letter in the mail breaks through the clutter and demands attention.
• Creates a Memorable Experience – Physical mail is tangible and personal. Unlike an email that can be ignored, a handwritten note leaves a lasting impression.
• Elevates the Perceived Value of Your Service – When you send a handwritten note, it speaks to your professionalism, integrity, and attention to detail. If you're the only contractor doing this, it positions your business as a premium service provider.
• Builds Trust and Strengthens Relationships – Customers appreciate thoughtful gestures. A simple thank-you note reinforces trust and increases the likelihood of conversion.

How This Strategy Increases Engagement and Win Rates

Studies show that businesses that implement personalized follow-ups see a 20-30% increase in customer engagement. Additionally, companies that integrate handwritten notes into their follow-up process experience a 10-15% boost in their conversion rates compared to those that rely solely on digital outreach.

• According to a McKinsey report, 76% of consumers stated that receiving personalized communications was a key factor in prompting their consideration of a brand, and 78% said such content made them more likely to repurchase. (McKinsey Report)
• Marketing campaigns using handwritten notes have achieved response rates of up to 27%, significantly surpassing the 5% average response rate of digital campaigns. 

By implementing this follow-up system, home service businesses can expect:

• 20-30% more engagement from prospects after receiving a quote.
• 10-15% higher post-quote win rates compared to industry averages.
• Increased referrals and customer loyalty due to the personal touch in the follow-up process.

Automating the Follow-Up Process

Businesses can automate this entire process using CRM and marketing automation tools such as:

• ServiceTitan – Automate follow-up emails and texts, and schedule handwritten note reminders.
• GoHighLevel – Set up automated workflows for emails, SMS, and task reminders for handwritten letters.
• Zapier – Integrate different tools to trigger automated actions (e.g., sending a new lead to IgnitePOST for a handwritten note).
• IgnitePOST – Automatically send personalized, robotically handwritten cards after a quote is created.

By setting up automation, businesses can ensure every prospect gets a personalized, high-touch experience while saving time and increasing conversion rates.

Now, Take Action!

✅ Start by sending your first handwritten thank-you card today!
✅ Follow the timeline to stay engaged with your prospects.
✅ Watch your close rates improve!

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Interested in having IgnitePOST's team set up this follow sequence for you? Reach out and Contact Us!

www.IgnitePOST.com

support@ignitepost.com

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