Eight complete message examples for distinct situations. Each has a purpose, the right context, and a stopping rule. Copy any template and replace the placeholders with confirmed details. Real sends follow the business's channel permissions and each contact's preferences.
New inquiry acknowledgment
Purpose: Acknowledge a new inquiry and move it toward an inspection booking.
Context: Sent within minutes of a web form or chat submission, through the channel the homeowner chose.
Stopping rule: Stop when the homeowner books, replies, declines, or opts out.
Hi [name], thanks for reaching out to [company] about your [request type].
We have your details and [estimator] will call you within [window] to confirm the scope and schedule an inspection. You can also pick a time directly here: [booking link].
Reply STOP to opt out of texts.
Missed call follow-up
Purpose: Give an unanswered eligible call a clear next step.
Context: Sent as a text when a call goes unanswered during business hours or after hours.
Stopping rule: Stop when the homeowner calls back, books, or opts out.
Hi [name], we missed your call to [company]. Sorry we could not pick up.
[estimator] will call you back by [window]. If you would like to grab a time now, book here: [booking link].
Reply STOP to opt out of texts.
Inspection reminder
Purpose: Reduce no-shows by confirming the inspection.
Context: Sent the day before and one hour before the scheduled inspection.
Stopping rule: Stop after the inspection is completed, rescheduled, or cancelled.
Hi [name], this is a reminder that [estimator] from [company] is scheduled to inspect your roof on [date] at [time].
The visit takes about [duration]. Reply to confirm or to reschedule.
Open estimate follow-up
Purpose: Reopen a conversation after an estimate has been sent.
Context: Sent a few days after the estimate, then on a defined cadence until the sequence stops.
Stopping rule: Stop on reply, booking, sale, opt-out, or an explicit team decision.
Hi [name], we sent your roofing estimate on [date] and wanted to check in.
Do you have any questions about the scope or the numbers? [estimator] can walk through it on a short call: [booking link].
Reply STOP to opt out of texts.
Reschedule request
Purpose: Offer a new time when an inspection or call needs to move.
Context: Sent when the homeowner asks to reschedule or the team needs to adjust the schedule.
Stopping rule: Stop when a new time is confirmed or the homeowner declines.
Hi [name], we need to move your [date] [time] inspection.
[estimator] has these openings: [option 1], [option 2]. Reply with the one that works, or book another time here: [booking link].
Project delay update
Purpose: Inform the homeowner of a schedule change during an active job.
Context: Sent only after a person reviews the delay and confirms the new expectation.
Stopping rule: Stop when the new milestone is reached or the homeowner raises a concern.
Hi [name], your roofing job is moving along, and we need to adjust the schedule.
[reason, reviewed by [name]] means the crew will now finish on [new date]. [supervisor] is your point of contact for any questions.
We will update you again at the next milestone.
Neutral review request
Purpose: Ask for a public review after a verified completed job.
Context: Sent after job completion is confirmed. Neutral request, no gating of negative feedback.
Stopping rule: Stop after one review is received, one reminder, or an opt-out.
Hi [name], your roofing project with [company] is complete.
If the experience went well, a short review helps other homeowners find us: [review link].
If anything was not right, reply here and [manager] will follow up directly.
Referral invitation
Purpose: Invite a happy customer to share a referral link.
Context: Sent separately from any review request, after the job is complete and the customer is satisfied.
Stopping rule: Stop after the customer shares the link, opts out, or declines.
Hi [name], glad the roof is done. If you know another homeowner who could use [company], you can share this link: [referral link].
The person you refer can request contact directly, and we will let you know when they do.