Following up on a replacement quote

Follow up five times over about three weeks, and make each message useful instead of just asking "any update?" Answer a question they probably have. Make the next step easy. Give a clear way to say no. Most homeowners who go quiet on a replacement quote haven't said no. They're comparing prices, waiting on a spouse, or putting off a decision that costs thousands. A polite, specific follow-up keeps you in the running without pushing.

Why replacement quotes go quiet

A replacement isn't a repair. The homeowner is looking at a big number, often with a second or third quote on the counter. The common reasons they stall:

• Price shock. The number was bigger than they expected and they need time.
• Comparing quotes. They're lining yours up against two others and can't tell them apart.
• Two decision makers. One person met you, and the other wasn't home.
• Financing questions. They want to know the monthly payment, not the total.
• The system still runs. If the old unit is limping along, the urgency fades. That changes fast in a Las Vegas July.

Each follow-up below deals with one of these. That's why it doesn't feel like nagging.

The five-touch schedule

When	Channel	Purpose
Same day, within a few hours	Text	Thank them, send the written quote, offer to answer questions
Day 2 or 3	Call, then text if no answer	Walk through the options and answer the other decision maker's questions
Day 7	Email	Help them compare quotes, explain financing
Day 14	Text	Light check-in, and offer to hold the install date
Day 21	Text	Close the loop politely, so they can say no without feeling awkward

After day 21, stop the chase. Put them on a list for a seasonal check-in, like before summer, if they agreed to hear from you.

Before any of this, ask at the kitchen table: "Is it OK if I text you the quote and follow up by text?" Then put that permission in your notes. Every text should make it easy to opt out (reply STOP).

Copy-and-paste templates

Swap in your own names, numbers and details. Keep them short. Nobody reads a wall of text on their phone.

Touch 1: same day (text)

Hi Maria, it's Jake from Desert Air. Thanks for having me out today. Here's your written quote with both options: [link]. Happy to answer any questions, big or small. Reply STOP to opt out of texts.

Touch 2: day 2 or 3 (call, then text)

Call first. If they don't pick up, send:

Hi Maria, Jake from Desert Air. I tried calling to see if you or Carlos had questions about the two options. If it helps, I can do a quick 10-minute call with both of you, whenever works.

Touch 3: day 7 (email)

Subject: Comparing your AC quotes

Hi Maria,

If you've got a few quotes in hand, here's what's worth checking line by line so you're comparing the same thing:

• The exact equipment model numbers and efficiency ratings
• What's included: new line set, pad, thermostat, permit, haul-away
• Labor warranty length, on top of the manufacturer's parts warranty
• Who does the install: their own crew or a subcontractor

If you'd like to see monthly payments instead of the total, I can send the financing options for both systems.

Jake, Desert Air · [phone]

Touch 4: day 14 (text)

Hi Maria, Jake at Desert Air. No pressure at all. Just letting you know I can still hold an install date in the next two weeks if you decide to go ahead. Want me to pencil one in?

Touch 5: day 21 (text)

Hi Maria, Jake from Desert Air. I don't want to keep bugging you. Should I close out your quote for now? If you've gone another way, no hard feelings at all, and we're here if you ever need us.

That last message works because it's easy to answer. People who would never reply to "just checking in" often write back "go ahead and close it." Others write "actually, can we still do it?"

What not to say

• Fake deadlines. "This price is only good until Friday" is fine only if it's true, like a real manufacturer price increase or a real promotion ending. Made-up urgency backfires and can land you in trouble.
• Incentives that aren't real. The federal 25C tax credit for heat pumps ended for systems placed in service after December 31, 2025, under the One Big Beautiful Bill Act passed in July 2025. Don't put it in a 2026 quote. Utility rebates, such as NV Energy's programs, change amounts and requirements during the year. Check the current program page before you mention a dollar figure.
• Pressure in the home. For many sales made in a customer's home, the FTC's Cooling-Off Rule gives the buyer until midnight of the third business day to cancel, and you have to tell them about that right. Emergency repairs have different rules. Pushing a same-day signature doesn't change their rights. It just makes the cancellation more likely. This is general information, not legal advice. Talk to a Nevada attorney about your own contracts.
• Endless chasing. Five touches is plenty. After that, stop unless they reach out.

Track it so it actually happens

The hard part isn't the wording. It's remembering to send touch three on a busy Tuesday. Pick one place to track open quotes:

• Customer name, phone, and quote date
• Quote amount and which option they leaned toward
• Did they agree to texts? (yes/no)
• Date of each touch, and what they said
• Outcome: won, lost (and why), or closed out

Your field-service software may have quote follow-up reminders built in. Turn them on. A spreadsheet works too, as long as someone checks it every morning.

If you'd rather not run it by hand, a few systems send these follow-ups automatically. NickBuilds is one, built for Las Vegas contractors. Its quote follow-ups go only to customers who asked for the quote, always include a STOP opt-out, and stop the moment someone replies. Whatever you use, the goal is the same: every quote gets a clear yes or no, instead of fading out.