How to Follow Up Like a Pro: The Smart(er) Method That Gets Contractors More Projects

If there’s one thing we’ve learned from managing thousands of homeowner conversations, it’s this: a great outreach process with a solid contractor follow-up script closes more home improvement projects.

But the funny thing is, these are the exact areas where many contractors fall short. They wait too long to respond, they don’t know what to say, or they just give up too early.

I’m Martin Walsh, Director of Call Center Operations at HomeBuddy, and our call center works closely with homeowners every day. Over the years and through some serious trial and error (sometimes painful!) our team has learned how to book contractor jobs at a high rate.

We know what turns objections into appointments and what causes leads to disappear or worse… to become customers for the competition! Whether you’re doing your own contractor lead follow-up or managing a small team, here’s how to close more jobs.

Why Homeowners Say “Not Yet” (and What They Really Mean)

The bottom line is, you want to increase your home improvement lead conversion, the first step is remembering that when a homeowner says, “Let me think about it,” or “Can you call me back?”, that’s rarely the full story.

Here are some common reasons leads give to avoid a direct discussion about moving forward with an estimate or project and what may actually be going on:

“I’m busy right now”  → They feel rushed or unsure about next steps


“I need to talk to my spouse”  → They’re hesitant but don’t want to say no


“We’re going away soon”  → They aren’t clear on timelines or urgency


“I’m not ready yet”  → They may not understand the value of booking now

These answers shouldn’t be treated like ‘dead ends’, they should be looked at as invitations to ask better questions, keep the conversation going and build trust until you get to a place where the homeowner is really ready to ‘talk turkey’.

What the Best Pros Do Differently

Contractors who close tons of projects don’t just follow a script, they lead the conversation. They also tend to listen more than they talk, so they can provide the right answers and information. They pay attention to hesitation and when it happens. And they never think the first objection means it’s game over.

Here’s what we see from the best converters in our call center and other pros who consistently turn prospects into new customers:

They pick up on tone shifts, pauses, or vague answers


They ask follow-up questions like, “What’s holding you back?”


They gently reinforce urgency without pressure


They tailor their tone and are not pushy

It’s not about convincing or ‘selling’. It’s about connecting and offering the homeowner what they are looking for in the first place - getting the project they inquired about done!

What Not to Do in Your Follow-Ups

Even the best intentions can lead to poor results if your follow-up strategy isn’t on point. 

Homeowners are bombarded with marketing messages daily by phone, email and when they’re out and about. If your outreach is vague, delayed or repetitive, you’ll get ignored. What’s even worse? You might sound like every other contractor they’ve talked to!

To stand out (in a good way), you need to avoid the habits that say "I'm just checking a box on a list." 

Avoid these common mistakes:

• Don’t say: “Just checking in…”
  Say why you’re reaching out and try to bring actual value to the conversation.
  
  
• Don’t wait a week to call back
  Follow up while the project is still at the top of their mind. Waiting too long sends the message that you don’t really care and gives competitors a chance to swoop in.
  
  
• Don’t rely on one kind of outreach
  Use a mix of calls, texts and follow-up email for contractor leads.
  
  
• Don’t skip the voicemail
  Even if they don’t call you back right away, a friendly, professional voicemail shows you’re interested and reliable.

Your goal is to show you are really interested in and care about their business.

Building a Follow-Up Strategy That Works

Following up without a plan is like showing up to a job site without your tools! You need a process that’s consistent, respectful of the homeowner’s time and a sales script for contractors that moves the conversation in a direction that works for both you and your prospect.

Here are some tips to build an effective follow-up system:

• Set a specific time and method for the next touchpoint
  “Let’s reconnect Thursday afternoon, does that work for you?”
  Avoid open-ended promises like “I’ll follow up in a couple of weeks.”
  
  
• Ask for their preferred contact method
  Whether it’s phone, text or email, people are more likely to respond when you contact them the way they want.
  
  
• Follow up within 24–48 hours
  The longer you wait, the lower your chance of getting the project. (HomeBuddy calls within minutes of an initial inquiry).
  
  
• Use a friendly, helpful tone that keeps the door open
  Even if they’re not ready to book today, being respectful builds trust for when they are. A great tool here is a specific but flexible callback strategy for contractors to work with.

Your Follow-Up Playbook: What Actually Works

These tips can be the difference between a missed job and a booked one:

• Be proactive: Make 3-5 call attempts within the first 48 hours
• Mix it up: Combine voicemails, texts and short emails
• Add value in every message, don’t just “check in”
• Keep your tone upbeat and respectful
• Be consistent, but know when to move on 

Too many contractors lose great leads not because of bad timing… but because of bad follow-up habits. Most homeowners want help, that’s why they got in touch in the first place! They just need someone who makes it easy to say yes.

Want to improve follow-ups?

Download our free contractor follow-up ‘cheat sheet’ or talk to our team to learn how HomeBuddy helps pros like you book more jobs with less hassle.