Copy-and-paste templates

Thanks for calling [Business name], this is the virtual assistant for [Owner name]. The team is out on jobs right now, but I can take your details and get you booked or get you a call back. How can I help?

1. What's your name?
2. What's the best number to reach you?
3. What do you need done? (for example: [service 1], [service 2], [service 3])
4. What's the address or area for the job?
5. How soon do you need it? (emergency, this week, or just getting quotes)
6. How did you hear about us?

If the caller says it's an emergency (for example [your emergency examples, like a burst pipe or no heat]), tell them: "I'm marking this urgent and sending it to [Owner name] right now." Then text [owner mobile] right away with their name, number, address and the problem.

Don't quote prices, promise arrival times or guarantee anything. If they ask about price, say: "[Owner name] gives every price after seeing the job. I'll make sure you get a call back by [time frame]."

Thanks, [caller name]. I have you down for [service] at [address]. You'll hear from [Owner name] by [time frame]. If anything changes, call or text this number.

Subject: Got your request, [first name]

Hi [first name],

Thanks for reaching out to [Business name] about [service]. I got your request and I'll [call you / send times to come out] by [time frame].

If it's easier, you can book a time here: [booking link]

[Your name]
[Business name] · [phone]

Subject: Still want help with [service]?

Hi [first name],

Just checking in. I'd be glad to take a look at your [service] job. Reply with a time that works, or pick one here: [booking link].

A few things owners usually ask us: [answer to a common question], [answer to a second common question].

[Your name]

Subject: Should I close your request?

Hi [first name],

I haven't heard back, so I'll close out your request for now. If you still need [service], just reply to this email and I'll pick it right back up.

Thanks,
[Your name]

Subject: Questions about your quote?

Hi [first name],

I sent your quote for [job] on [date]. Do you have any questions about it? I'm happy to walk through the options or adjust the scope.

You can approve it here: [quote link]

[Your name]

Subject: Your [job] quote

Hi [first name],

Following up on the quote for [job]. Our schedule for [month] is filling up, and I'd like to save you a spot if you're ready. Want me to hold [date]?

[Your name]

Subject: Closing out your quote

Hi [first name],

I'll close out your [job] quote for now. If the timing is better later, reply here and I'll update it for you.

Thanks for considering [Business name],
[Your name]

Hi, this is [Business name]. Sorry we missed your call, we're on a job. What can we help you with? Reply here and we'll get back to you by [time frame]. Reply STOP to opt out.

Hi [first name], it's [your name] from [Business name]. Got your request about [service]. Is now a good time for a quick call, or would you rather text? Reply STOP to opt out.

Hi [first name], reminder from [Business name]: we're set for [day] at [time] at [address]. Reply C to confirm or R to reschedule.

Hi [first name], [tech name] from [Business name] is on the way and should arrive around [time].

Hi [first name], friendly reminder that invoice [number] for [job] is due [date]. You can pay here: [payment link]. Questions? Just reply. Thanks!

Hi [first name], thanks for choosing [Business name] for your [job]. If you have a minute, a Google review really helps a small business like ours: [Google review link]. Thank you! Reply STOP to opt out.

Subject: How did we do, [first name]?

Hi [first name],

Thanks again for having us out for [job]. If you were happy with the work, would you leave us a quick Google review? It takes about a minute: [Google review link]

If anything wasn't right, reply to this email and I'll make it right.

[Your name]
[Business name]

Hi [first name], just a quick nudge in case the link got buried: [Google review link]. No worries if you're busy. Thanks again!

Thanks so much, [first name]! We enjoyed working on your [job] and appreciate you taking the time. Call us anytime you need [service].

Hi [first name], I'm sorry the [job] didn't meet your expectations. That's not the experience we want for anyone. Please call me at [phone] so I can understand what happened and make it right. [Owner name], [Business name]