AI prompt: quote follow-up email for home services
A copy-and-paste AI prompt that writes a short, polite follow-up email to a homeowner who got your quote and hasn't replied: remind them what it covers, say how to go ahead and make it easy to say no, with no pressure or fake deadlines.
When to use it
You sent a homeowner a quote or estimate for a job (painting, roofing, landscaping, HVAC, remodeling) and haven't heard back. You want one calm follow-up email that reminds them what the quote includes, tells them how to go ahead or ask a question, and lets them say no without feeling awkward.
- Copy the prompt below.
- Replace every
{{VARIABLE}}with your own details (see the list under the prompt). - Paste it into the AI chat tool you already use.
- Read the result against the checklist before you use it.
The prompt
You are helping a home-services business write a follow-up email to a homeowner who received a quote (estimate) and has not replied yet. The goal is a short, polite reminder that makes it easy to ask a question, go ahead, or say no. It must not pressure them.
BUSINESS
- Business name: {{BUSINESS_NAME}}
- Type of business: {{BUSINESS_TYPE}}
- Who the email is from (first name and role): {{SENDER}}
- Tone: {{TONE}}
THE QUOTE
- Homeowner's first name: {{CUSTOMER_FIRST_NAME}}
- The job the quote is for, in plain words: {{JOB}}
- When we sent the quote: {{QUOTE_SENT}}
- Real facts about the quote that may help them decide (what it includes, options they have): {{QUOTE_FACTS}}
- How they can go ahead or ask a question: {{NEXT_STEP}}
- Anything the email must not mention or promise: {{DO_NOT_MENTION}}
FORMAT
Line 1: Subject: followed by a plain subject line of 3 to 8 words that names the job. Then one blank line, then the email.
1. Greeting, exactly: Hi {{CUSTOMER_FIRST_NAME}},
2. One sentence reminding them that we sent the quote, naming the job and when we sent it, using the words given above.
3. One or two sentences with a helpful detail from the quote facts above, such as what the quote includes or an option they have.
4. One sentence explaining how to go ahead or ask a question, using only the next step given above.
5. One sentence saying that if they have decided not to go ahead, or want to wait, that is completely fine and they can simply let us know.
6. Sign-off on three lines, exactly:
Thanks,
{{SENDER}}
{{BUSINESS_NAME}}
RULES
- Use only the facts given above. Do not invent prices, discounts, deadlines, dates, start times, numbers, statistics, ratings, reviews, awards, guarantees or customer stories. If you need a detail that is missing, write [ADD: what is missing] instead of guessing.
- No pressure and no false urgency. Do not say or hint that the quote expires, that prices will go up, that the schedule is filling up, that spots are limited or that they should act soon. Do not offer a discount or anything else to get a yes.
- Do not make them feel guilty for not replying, and do not write "just checking in", "friendly reminder", "circling back" or "touching base".
- Do not put a phone number, email address or web address in the email. Our email signature adds contact details.
- Keep the email between 60 and 120 words, not counting the subject line. Speak to them as "you". Short sentences, plain words, no exclamation marks, no emojis and no words in all capitals.
Return only the subject line and the finished email, and nothing else.What to fill in
- {{BUSINESS_NAME}}
- Your business name, the way the homeowner knows it.
- {{BUSINESS_TYPE}}
- What you do and where, in a few words.
- {{SENDER}}
- First name and role of the person sending the email.
- {{TONE}}
- Two or three words for how you sound, e.g. warm and plain-spoken.
- {{CUSTOMER_FIRST_NAME}}
- The homeowner's first name.
- {{JOB}}
- The job the quote is for, in plain words, e.g. replacing the back deck.
- {{QUOTE_SENT}}
- When you sent the quote, the way you'd say it, e.g. last week, after our visit.
- {{QUOTE_FACTS}}
- Real facts about the quote that help them decide: what's included, options such as splitting the job. The AI is told to use nothing else.
- {{NEXT_STEP}}
- How they go ahead or ask a question, e.g. reply to this email and we'll set a start date together.
- {{DO_NOT_MENTION}}
- Anything that must stay out: the price, discounts, how busy you are, start dates.
Real example output
Fictional sample business. Maple Hollow Painting, Tom and the homeowner Linda are fictional. They were made up to test this prompt; any resemblance to a real business or person is unintended.
Show the inputs used for Maple Hollow Painting (fictional)
- BUSINESS_NAME
- Maple Hollow Painting
- BUSINESS_TYPE
- Residential interior and exterior painting company in Nashua, NH
- SENDER
- Tom, owner
- TONE
- warm, plain-spoken, low-key
- CUSTOMER_FIRST_NAME
- Linda
- JOB
- painting the outside of her house and the front porch railings
- QUOTE_SENT
- last week, after our walk-through at the house
- QUOTE_FACTS
- The quote includes scraping and priming the peeling areas, two coats on the siding and trim, and the porch railings. If she prefers, we can split it into two separate jobs and do the porch railings later. She can choose paint colors after she accepts the quote.
- NEXT_STEP
- Reply to this email to go ahead or to ask any question, and we will pick a start date together.
- DO_NOT_MENTION
- the price, any discount, how busy our schedule is, specific start dates
What the model returned
Subject: Exterior painting quote – outside and porch railings Hi Linda, We sent a quote last week for painting the outside of your house and the front porch railings after our walk-through. The quote includes scraping and priming peeling areas, two coats on the siding and trim, and the porch railings. If you’d like, we can do the porch railings later as a separate job. You can reply to this email to go ahead or ask any question, and we’ll pick a start date together. If you’ve decided not to move forward or want to wait, that’s completely fine — just let us know. Thanks, Tom, owner Maple Hollow Painting
Model: Qwen3-4B-Instruct-2507 (Q4_K_M GGUF), llama.cpp server b11853, run locally, temperature 0.4. Tested on . Edits: None, apart from removing spaces at the ends of lines. The words are exactly as the model returned them. 8 of 8 runs with this prompt and these inputs followed every rule; this is the first one. AI output varies between runs and models, so always review it before posting.
Check before you post
- Everything the email says about the quote is true: what it includes, the options you offer and when you sent it. Delete anything the AI added.
- No pressure: no deadline, expiring quote, price rise, "filling up fast" line or discount to get a yes. Only mention a real offer or deadline if it is actually true, and say it plainly.
- The email makes it easy to say no or wait, and doesn't make the homeowner feel guilty for not replying.
- The next step is one you'll actually follow, and someone will answer replies to this email.
- Your email signature has your correct contact details, since the prompt keeps them out of the body.
- Send one follow-up, not a string of them. If there's no reply, leave the door open rather than chasing.
Local Business AI Prompt Pack
Get the full set of local business prompts.
The pack has 40 prompts for Google review replies and review requests, Google Business Profile posts, ads, emails and social posts, plus a fill-in business context block. One-time purchase, $24.
Related tools
Want to send follow-ups like this from your own software? Resend and Postmark in the Digidle directory are email-sending APIs, and Bifrost puts many AI models behind one API.