Templates/3 emails over 11 days, call layered on openers
How to follow up on an HVAC estimate the homeowner never answered
An unsold HVAC quote usually means the old system is still running, so nothing forces the decision until it fails — typically on the hottest or coldest day, when lead times and after-hours rates are at their worst. This sequence argues for replacing on the homeowner's schedule instead of the equipment's.
Audience: Homeowners sitting on a furnace, AC, or heat pump quote that never closed
Is the {{job_type}} still limping along?
Hi {{first_name}} — in {{month}} we put together a {{amount}} estimate for the {{job_type}}, and I never heard how the season treated you. Did the existing system get you through, or was it working harder than it should have? Either answer is useful to me. — {{rep_name}}, {{company}} {{company_address}} · {{unsubscribe}}
Before the first real load of the season
{{first_name}} — quick one while the schedule is still open. Changeovers are easy to book now and hard to book once the weather turns, and equipment for the {{job_type}} is not always sitting on the shelf. Replacing on your calendar costs less and goes smoother than replacing on the system's. Want me to check what's in stock for your sizing? — {{rep_name}}, {{company}} {{company_address}} · {{unsubscribe}}
Closing the file on this one
{{first_name}}, I'll stop here unless you tell me otherwise. If {{amount}} was the sticking point, say so plainly — we can re-scope to a different efficiency tier, and payment options are available if you want to talk through them. I can also check which utility and manufacturer rebate programs are current for your address, since those change year to year. Otherwise I'll leave you to it. — {{rep_name}}, {{company}} {{company_address}} · {{unsubscribe}}
{{placeholders}} — swap in the lead's details, or let campaigns fill them automatically.
When they reply, the sequence stops and the conversation starts
It's still running, so we figured we'd wait.
Fair — and if it's running, you have the luxury of choosing the date. Two things I'd weigh: what a {{job_type}} costs on an emergency call versus a scheduled one, and whether your unit is on a refrigerant that's getting harder and pricier to source. If you want, I'll do a no-charge look at the nameplate and tell you honestly how much life is left. {{window_1}} or {{window_2}}?
Before you send this
Commercial email must identify the sender, carry a valid physical postal address, and offer a working opt-out that is honored promptly (CAN-SPAM). The sending system appends {{company_address}} and {{unsubscribe}} to every touch and stops the sequence on any opt-out or reply; the placeholders are written into the copy above so a hand-copied template still ships compliant. This sequence mentions payment options in neutral terms only. Do not add rates, terms, monthly figures, or "as low as" language: advertising specific consumer credit terms triggers Truth in Lending Act / Regulation Z disclosure requirements. Route any financing specifics to your lender's approved wording.
Sources and further reading
- CAN-SPAM Act: A Compliance Guide for Business — Federal Trade Commission
- Regulation Z § 1026.24 — Advertising — Consumer Financial Protection Bureau
Keep reading
See which opportunities are worth this sequence.
Upload a CSV export and the free audit shows which quotes went quiet, ranked by value. Running these sequences automatically — personalized per lead, with replies drafted for your approval — is in early access.