Every company has its own voice when it comes to customer communication. You might check out some articles outlining different methods to find your company’s specific voice, but here at Contractor Accelerator, we like to keep things simple. We have provided some templates below to get you started. You can either keep these as is, make edits, or create your own.
Table of Contents
Installation Appointment Reminder
New Customer
Thank you for your interest in our work. We look forward to the opportunity to win your business. You can learn more about our services on our website, or our friendly staff will gladly assist you here at the office.
Please reach out anytime.
Sales Appointment
We'd like to thank you for inviting us to perform an assessment and provide our recommendations for your property. To ensure all of our customers receive a detailed and thorough evaluation, please allow for a minimum of 1-hour for your appointment.
Mark your calendar:
Property Address: {address}
Appointment Window Start Time: {time}
Please allow a 2-hour arrival window and 1-hour minimum appointment time.
We would also like to introduce you to the evaluator you will be working with, {evaluatorFirstName} {evaluatorLastName}.
{evaluatorPicture}
{evaluatorBio}
Thank you again for reaching out. We look forward to seeing you on {time}!
Sales Appointment Reminder
This is a courtesy reminder of your scheduled consultation.
Evaluator: {evaluatorFirstName}
Property Address: {address}
Appointment Window Start Time: {time}
Please allow a 2-hour arrival window and 1-hour minimum appointment time.
Once again, thank you for inviting us to perform an assessment and provide our recommendations for your property. To ensure all of our customers receive a detailed and thorough evaluation, please allow a 2-hour arrival window and a minimum of 1-hour for your appointment.
We would also like to introduce you to the evaluator you will be working with, {evaluatorFirstName} {evaluatorLastName}.
{evaluatorPicture}
{evaluatorBio}
Thank you again for reaching out. We look forward to seeing you on {time}!
For scheduling changes, please contact us at {evaluatorPhone}.
Customer Bid
Thank you for the opportunity to earn your business. After assessing your property, I have put together my recommendations in the linked proposal below.
{viewBidLink}
If you have questions about my recommendations or our approach to this project, please don't hesitate to call me.
We look forward to working with you!
{evaluatorFirstName} {evaluatorLastName}
{evaluatorEmail}
{evaluatorPhone}
Bid Accepted
Your contract has been submitted to our office as accepted!
Thank you for the opportunity to work with you. We will be reaching out shortly to discuss the next steps and schedule your project.
Please find the attached copy of the agreement for your records.
Thank you for your business.
Bid Rejected
Your contract has been submitted to our office as rejected. Please contact our office if you would like to discuss this project further, as we would love the opportunity to earn your business.
Should you have any future project needs, please don't hesitate to reach out.
Installation Appointment
We appreciate your trust in us to work on your property. Please review the information below and mark your calendar for us to get started on {time}. Please allow a 2-hour arrival window. Should you have questions or concerns, your Project Manager, {installerFirstName} {installerLastName}, will be available to assist you.
Mark your calendar:
Project Start Date: {time} (Please allow a 2-hour arrival window)
Property Address: {address}
Meet your Project Manager, {installerFirstName} {installerLastName}
{installerPicture}
{installerBio}
{installerFirstName} {installerLastName}
Project Manager
{installerEmail}
{installerPhone}
Installation Appointment Reminder
This is a courtesy reminder of your scheduled installation.
We appreciate your trust in us to work on your property. Please review the information below and mark your calendar for us to get started on {time}. Please allow a 2-hour arrival window. Should you have questions or concerns, your Project Manager, {installerFirstName} {installerLastName}, is available to assist you.
Project Start Date: {time} (Please allow a 2-hour arrival window)
Property Address: {address}
Meet your Project Manager, {installerFirstName} {installerLastName}
{installerPicture}
{installerBio}
{installerFirstName} {installerLastName}
Project Manager
{installerEmail}
{installerPhone}
Warranties
Thank you for the opportunity to work with you. I am excited to confirm that your project is now complete! We appreciate the trust you put in us to work on your property. If you need any additional assistance, please give us a call. Attached is all the documents related to your project.
One more thing, please take 60 seconds to add a review of our services on Google or Facebook. When others see positive experiences from our customers, it helps them feel confident about who they choose to work on their property. Thank you!
We appreciate your business. Please let us know if we can assist you in the future!
Invoices
Thanks again for your business. Please find your invoice attached and remit payment as soon as possible. Details about our agreed-upon payment terms can be found within your signed contract. Please let us know if you have any questions, and thank you for trusting us with this project.
Follow Up 1
Subject Line: Evaluation and Bid Follow-Up from {company_name} for {address}
I hope you’re doing well. I am following up to see if you had any additional questions after our conversation.
We are here to help and want you to feel confident in your decision to work with {company_name}.
If you are ready to move forward, simply click the link below to sign the bid contract. Someone from our scheduling team will reach out to get you on the books.
{viewBidLink}
Best,
{evaluatorFirstName} {evaluatorLastName}
{evaluatorEmail}
{evaluatorPhone}
Follow Up 2
I hope you are doing well. I am following up on our conversation last week. I understand that making decisions about your home can be overwhelming, and I want to ensure that we address any questions or concerns you may have. We're available to provide additional information, clarify aspects of the proposal, or address any concerns. Just respond to this email or give us a call anytime.
{viewBidLink}
Thank you for your time and consideration. We look forward to the opportunity to work with you.
Best regards,
{evaluatorFirstName} {evaluatorLastName}
{evaluatorEmail}
{evaluatorPhone}
Follow Up 3
I hope this email finds you well. I am following up to see if you are still interested in the project we bid for you a few weeks ago. Our calendar is filling up, so I wanted to ensure we got you on the schedule as soon as possible if you wanted to move forward. Please let me know if you have any questions, and when you are ready, click the link below to sign the contract.
{viewBidLink}
Have a great week!
{evaluatorFirstName} {evaluatorLastName}
{evaluatorEmail}
{evaluatorPhone}
Follow Up 4
Following up again to get an update on the project we discussed a while back. I have included a link to the proposal for your convenience. Please take a look and let me know what your timeline looks like so I can get you into our schedule. Thanks so much for the opportunity to work with you.
{viewBidLink}
{evaluatorFirstName}
{company_name}
{evaluatorPhone}
Follow Up 5
I hope you’re doing well. I am following up because it has been a while since we spoke. I understand you may be busy, so if now isn’t the right time to discuss the project, just let us know.
But if you do want to move forward, please reach out with any questions you have or simply sign the contract to get the ball rolling.
{viewBidLink}
Best,
{evaluatorFirstName} {evaluatorLastName}
{evaluatorEmail}
{evaluatorPhone}
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