Copy/paste workflow
1) First reply: ask for the minimum missing details
SMS: Hi {first_name}, this is {business_name}. We can help review your {service_type} request. Before we confirm the next step, can you send {missing_detail_list}? A team member will review it before quoting or scheduling.
Email: Subject: A few details needed for your {service_type} request
Hi {first_name}, thanks for reaching out to {business_name}. To route this correctly, please send: 1) service address or city, 2) photos or dimensions if available, 3) the main issue or goal, and 4) preferred timing. We will review before confirming price, diagnosis, or appointment availability.
2) Photo or measurement request
SMS: Thanks, {first_name}. If it is safe, please send 2–3 clear photos plus rough measurements. No need to climb, open equipment, or do anything unsafe — we only need enough context for a human review.
CRM note: Missing estimate details requested. Needed: {photos_measurements_address_access_timing}. Owner: {owner}. Next follow-up due: {date_time}.
3) Budget/timing fit without pressure
SMS: To point you to the right next step, is this a must-fix-now issue or a flexible project? If you have a budget range or deadline, share it and we will have a reviewer check fit before promising anything.
Email: A quick timing note helps us route this. Reply with whether this is urgent, flexible, or planning-stage. If budget or deadline matters, include that too. We will not quote or reserve a slot until the real schedule and scope are reviewed.
4) Next-day reminder
SMS: Quick follow-up from {business_name} — did you still want help with the {service_type} request? If yes, send the missing details when convenient. If not, reply “close” and we will mark it closed.
5) Final closeout
SMS: Last note on this request so we do not keep bothering you. If you still want help, reply with the missing details and we will reopen it. Otherwise we will close it out for now.
CRM closeout label: missing_estimate_details_closed_no_response. Preserve source, campaign, first-contact time, requested details, and closeout date for lead-source review.
AI drafting prompt
Draft a missing-estimate-detail follow-up for a local service business.
Known facts only:
- Customer first name: {first_name}
- Service requested: {service_type}
- Missing details: {missing_details}
- Allowed contact method: {sms_or_email}
- Business response window: {response_window}
Rules:
- Do not invent pricing, diagnosis, calendar availability, fees, urgency, financing, permits, warranty terms, or guarantees.
- Ask for the smallest useful detail set.
- Include a safety note if photos/measurements are requested.
- Keep the tone helpful and low-pressure.
Return: SMS under 320 characters, email under 120 words, and a CRM note.Human-review guardrails
- Do not quote from incomplete information. Treat the script as intake, not pricing or diagnosis.
- Do not request unsafe photos. Never ask a customer to climb, open equipment, touch electrical parts, or enter unsafe areas.
- Check consent and channel rules. Use SMS only where the lead opted in or local rules permit it; include closeout/opt-out language when appropriate.
- Stop after closeout. If the lead does not respond or asks to stop, close the CRM task and do not keep nudging.
Where this fits in the funnel
This is the handoff between a vague estimate request and a qualified lead. Pair it with the service request intake field checklist and the free AI lead response quickstart. If your team needs the full capture, qualify, follow-up, and reactivation workflow, see Local Lead Rescue System.