Your missed-call text went out. Ten minutes later your phone buzzes. A homeowner wrote back: “How much to take down a pine?” You are up a tree, or in the truck, or at dinner. What do you say?
A good first text is only half the work. The reply is where the job is won or lost. This post gives you short scripts for the most common replies. All of them are examples. Change the words so they sound like you. This is a short explanation and not legal advice, so check texting rules with a professional.
The rules for every reply
Before the scripts, a few habits that make every reply better.
- Reply fast. A homeowner who just texted is thinking about the tree right now. In an hour they may have called someone else. Read more in the 5-minute follow-up rule.
- Keep it short. Two or three sentences. Nobody wants a wall of text on their phone.
- End with one question. A question makes it easy to reply. Not three questions, one.
- Sound like a person. Use your first name and your company name.
- Be honest. Do not promise a time you cannot meet or a price you cannot back up.
Reply 1: “How much?”
This is the most common one. You cannot give a fair price without seeing the tree, and you should not make one up.
Example reply:
“Thanks for asking! Every tree is different, so I do not want to guess. Can you send two photos, one of the whole tree and one of the area around it? Then I can tell you if it is a small or big job and give you a price or set up a visit. - Sam, Oak & Pine Tree Service”
Why it works: it does not dodge the question. It tells the homeowner what you need and what happens next.
Reply 2: “Can you come today?”
Answer honestly. If you can, say so. If you cannot, say when you can.
Example reply (you can come):
“Yes, we may be able to. Where are you located, and what is the address? I will check the schedule and text you back within the hour.”
Example reply (you cannot):
“We are booked solid today, but I can come Thursday morning. Would 9 or 11 work for you? If it is an emergency with a tree on the house or wires, please call 911 or your utility first.”
Safety first. If a tree is on a house or near power lines, the homeowner should call the proper emergency line. Do not tell anyone to cut it themselves.
Reply 3: “Are you insured?”
Homeowners are right to ask. Answer clearly and offer proof.
Example reply:
“Yes, we carry insurance and can send you a certificate. What address is the job at? I will send the paperwork with your quote.”
Only say this if it is true for your company. Keep your certificate ready. The insurance certificate checklist can help you stay organized.
Reply 4: “I got a cheaper quote”
Do not argue. Stay calm and curious.
Example reply:
“Thanks for telling me. Prices can differ a lot between companies. Can I ask what the other quote includes, like cleanup, haul-away and stump work? I want to make sure we are comparing the same job.”
Sometimes the cheaper quote leaves out something. If it does not, be gracious: “I understand. If it falls through, we are here.” You can find more ideas in how to price tree removal jobs.
Reply 5: “Can you send me a quote?”
Good news, this one wants to buy. Make it easy.
Example reply:
“Happy to! To quote it right I need a few things: the address, one or two photos of the tree, and what you would like done. Once I have that I will get you a number today or tomorrow.”
Then do what you promised. Our quote follow-up planner can help you plan the next message if they go quiet.
Reply 6: “Not now” or “Never mind”
Not every reply is a yes. A polite close keeps the door open.
Example reply:
“No problem at all. If anything changes, just text this number. Thanks for reaching out!”
Do not send five more messages. One friendly goodbye is enough. If they say “stop” or something similar, stop texting right away and do not text them again. Our texting policy and the guide on texting rules explain the basics in plain words.
Reply 7: “Who is this?”
Sometimes a missed-call text confuses people. Clear it up quickly.
Example reply:
“Sorry for the confusion! This is Sam from Oak & Pine Tree Service. You called our number a little while ago, so I wanted to see how I can help.”
A quick reference table
| What they say | Your goal | First move |
|---|---|---|
| “How much?” | Get photos | Ask for two photos |
| “Can you come today?” | Book a time | Check the schedule, offer two times |
| “Are you insured?” | Build trust | Say yes (if true), offer the certificate |
| “I got a cheaper quote” | Compare fairly | Ask what the other quote includes |
| “Send me a quote” | Collect details | Ask for address, photos and the work |
| “Not now” | Stay kind | One polite goodbye |
| “Who is this?” | Clear up | Name, company, why you texted |
Save your replies once
You do not have to type these from scratch each time. Save them in your phone’s text shortcuts, notes or a CRM, so one tap inserts them. Then edit the name and the details. The text-back script tool can build your first text. The call script builder can help with the phone version of the same answers.
Be careful with automation. Always follow your local rules, and make sure customers can opt out. Our text-back for tree crews post explains how a quick first text works.
Checklist: be ready for the reply
- Write your seven saved replies in your own voice
- Put them in your phone as shortcuts
- Decide who answers texts when you are on a job
- Set a goal to reply within a few minutes
- Have photos, insurance proof and a price list ready
- Know how to handle stop requests
Try it: see how much a slow reply can cost with the speed-to-lead calculator.
The text only helps if it goes out
According to Invoca, about 27% of calls to home-service businesses go unanswered, and under 3% of those callers leave a voicemail. If nobody texts back, the homeowner never gets the chance to reply to you at all.
To see how many calls you miss today, get a free audit at /free-audit. You can also look at our services and pricing.
