Lately, I've noticed that some potential clients request a quote, ask several questions, and then completely disappear without even saying they've chosen someone else.
I always follow up once or twice, but I don't want to come across as pushy.
How do you handle this?
Do you follow up?
How many times?
Have you found anything that improves your quote acceptance rate?
I'd love to hear what has worked for you.
This is just what has worked for me.
I send the quote immediately, then follow up the next day to make sure they received it and to see if they have any questions.
If I do not hear back after a few days, I add them to my follow-up list.
A few days later, I check in again to see if they have reviewed the proposal and whether there is anything they would like to discuss or adjust.
My final follow-up is usually about a week later. At that point, I am not trying to pressure them. I am trying to understand why I may have lost the job.
I usually send:
Just checking in one last time. If you decided to move forward or chose another contractor, I would appreciate knowing either way so I can update my schedule. Thanks again for considering ColdPoint Refrigeration.
Most of the time, I get a response from that last message. Even if I lose the job, the feedback helps me improve my pricing, presentation, and sales process.
One thing that has made a huge difference is calling the customer instead of relying only on text or email. A quick two-minute conversation builds trust.
AI has also been a huge game changer. You can use customer photos to create mockups and show them what the finished job may look like.And yes, I used AI to help me help you. The ideas and experience are mine. AI just helped me explain them more clearly.
Hey Tomisin,
You are definitely not alone in this—the "ghosting" is easily one of the most frustrating parts of running a service business. The truth is, people get busy, they lose track of their messages, or they get overwhelmed and put off making a decision.
There is a massive difference between being "pushy" and being professional. A huge percentage of jobs are won simply because one business kept following up while everyone else gave up.
If you want to stay on their radar without looking desperate, here is a practical approach that works wonders:
If you aren't using Jobber’s automatic quote follow-ups, turn them on. When the system sends a reminder, clients don't see it as "pushy"—they just see it as a professional, automated process.
Instead of just asking "Hey, did you review my quote?" (which can feel demanding), try changing the hook. Give them a logical, helpful reason to reply.
"Hey [Name], I'm finalizing my route schedule for next week. If you'd like to get this taken care of, let me know so I can secure your spot before it fills up!"
"Hey [Name]! Just finished up a similar project over on [Street/Neighborhood] today and thought of you. Here's a quick look at how it turned out. Let me know if you'd like us to handle yours next week!"
If a client has completely gone radio silent for two weeks or more, stop sending long, detailed messages. Send a single, short sentence. It requires almost zero effort for them to reply to, and it gets a response nearly 80% of the time:
"Are you still looking to get your [service] done?"
They will either say, "Yes, sorry, life got crazy, let's book it!" or "No, we went another route." Either way, you get your answer and can clean up your pipeline.
Don't take the silence personally. Keep your follow-ups short, professional, and consistent. Half the time, they are just waiting for a quiet evening to finally hit "approve."
Good luck out there!
