3 Roofing Email

Templates to
Level Up Your
Customer Service
Introduction

Effective communication helps you close more deals, improve customer

satisfaction, and increase the likelihood of referrals. From your first contact
with a potential customer to the day the final invoice is sent, it’s important to
keep communication straightforward, prompt, and professional. Convey the
essential details and focus on what’s most relevant to your customer at each
stage of the process:

After your initial contact with lead: Address the reasons why your
roofing company is the best choice to meet their needs.

When a lead is ready to sign a contract: Reinforce why they should

choose your roofing company and answer any questions they have.

After the contract is signed: Provide them with a project timeline and
set expectations.

During the project: Answer any questions that arise and give timely
updates when schedules change.

After the project is completed: Provide an opportunity for the customer

to give you a review or referral.

Email Templates for Timely, Professional Communication

Email is a popular method of communication because it is simple, allows you
to attach documents and photos, and creates a record of your
correspondence. If you have a business management software system like
AccuLynx, you can even send emails from the platform and tag them to the
corresponding job so they’re easy to find.

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The Introduction Email

The introduction email serves as a pitch to a potential customer. You should

send this email after an initial expression of interest from a potential
customer, such as after they send you an email inquiry, fill out a form on your
website or call your office requesting more information. The goal of this email
is to secure a meeting so you can evaluate the scope of the roofing project
and present them with an estimate.

In this email, you should include basic information about your business, such
as the type of work you do, the locations you service, stories or stats that
reinforce why you are the best choice for the roofing project, and a next step
for the potential customer to take. You can also attach a pitching packet or
photos of past projects if you have them.

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Introduction Email Template

Hi First Name ,

Thanks for requesting information from company name . We understand you

are looking for help with issue shared by potential customer , and would be
happy to serve you.

Name of roofing business has been doing business in the geographic area
region since year founded .We specialize in type of roofing work and offer
products/service relevant to the potential customer . I’ve enclosed a
type of marketing material to give you a snapshot of what we’ve done for
homeowners/businesses like you in the past.

Our roofing business has many satisfied customers who have received
services for similar issues in the past. Name of roofing business was
recognized as name of credential, certification or award you have received .
Past customers have said, “ quote from a customer review ”.

I’d love to meet with you and take a look at the concern or issue so we can
provide you with an estimate and see if our business would be a good fit for
you. Would you be available on date at time ?

Best,
Sales Rep Name
Business Address
Sales Rep Phone Number
Sales Rep Email Address

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Introduction Email Sample

Hi Susan,

Thank you for requesting more information about our roofing services. We
understand you are looking for help with leaks in your roof, and we would be
happy to serve you.

Bob’s Roofing has been doing business in the Springfield area since 2005.
We specialize in repairing and replacing steep slope roofs just like yours. I’ve
enclosed a brochure with some pictures to give you a snapshot of what we’ve
done for homeowners like you in the past.

Our roofing business has many satisfied customers who have received
service for leaking roofs in the past. Last year, Bob’s Roofing was voted as
one of the top contractors in the Springfield area by the readers of the
Springfield Times. You can read some of the reviews from our past satisfied
customers here on our Yelp page.

I’d love to meet with you and take a look at the leaks so we can figure out next
steps and see if our business would be a good fit for you. Would you be
available on Thursday at 2:00 pm?

Best,

John Doe
Bob’s Roofing
543 Front Street, Springfield, USA
222-222-2222
johndoe@example.com

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The Confirmation Email

Once the job has been sold, send a confirmation email to keep the customer
informed about the next steps in the project. You should send this email after
the project has been confirmed, but before it starts. This email provides
information to the customer about the project, including a summary of the
work involved, a rough estimate of the timeline, how to get in touch with the
people who are doing the work, and the dates of any appointments or
deliveries.

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Confirmation Email Template

Hi First name ,

We’re looking forward to working with you on your type of project . Here’s
what you can expect as we get started:

• We’d like to start work on date . We’re expecting the project to take about
rough estimate of time .
• Crew Chief name will be coordinating the crew that is working on your
roof. You can reach him/her at Crew Chief phone number .
• As we discussed, here’s the work we’ll be doing for you:
Give a brief summary of the steps involved
• Materials will be delivered to your home on date and dropped off at
location outside the home .
• If your customer has given you any special instructions, repeat them here so
that the customer knows you will comply with them

If you have any questions or concerns, or need to reschedule anything, don’t

hesitate to reach out. We’re looking forward to working with you on this
project.

Best,

Your Name
Your Business Address
Your Phone Number
Your Email Address

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Confirmation Email Sample
Hi Sam,

We’re looking forward to working with you on replacing your gutters. Here’s
what you can expect as we get started:

• We’d like to start work on the 5th. We’re expecting the project to be done by
the 10th.

• Jane Doe will be managing the crew working on your home. You can reach
her at 555-5555 or janedoe@example.com if you have any questions or
concerns.

• As we discussed, here’s the work we’ll be doing for you: We’ll be removing
and hauling away your old gutters before we replace them with a new
gutter system. We will also be installing gutter guards on your new gutters.

• Materials for the work will be delivered on the 3rd. If you need to
reschedule this, please let us know.

• As we discussed, we will make sure not to put our ladders in the garden
bed on the left side of the house.

If you have any questions or concerns, or need to reschedule anything, don’t

hesitate to reach out. We’re looking forward to working with you on this
project.

Best,

Tom Johnson
Best Roofers
123 Main Street, Anytown, USA
555-555-5555
tomjohnson@example.com

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The Follow-Up Email

The follow-up email is sent once your project is finished. The purpose of this
email is to maintain a strong relationship with your customers and pave the
way for future referrals or repeat business. You should thank your customer
for choosing your business, remind them they can contact you with any
questions or concerns, and encourage them to leave a review of your
business.

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Follow-Up Email Template

Hi First name ,

Thank you for choosing name of roofing business for your roofing needs. It
was a pleasure to work with you on type of roofing project .We hope you were
satisfied with our services.

Don’t forget to leave a review of name of roofing business on our

review site name with embedded link to site page. We welcome any and all
feedback from our customers.
If you offer any incentive for customer reviews, mention it here

Once again, thank you for choosing name of roofing business . If you have any
questions or concerns, don’t hesitate to reach out to us at phone number
or email address .

Best,

Your Name
Your Business Address
Your Phone Number
Your Email Address

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Follow-Up Email Sample

Hi John,

Thank you for choosing Quality Roofing for your roofing needs. It was a
pleasure to work with you on replacing your roof. We hope you were satisfied
with your services.

Don’t forget to leave a review of Quality Roofing on our Yelp page. We

welcome any and all feedback from customers. This month, we’re entering
anyone who leaves a review into a drawing for a $25 Amazon gift card, so
don’t miss out.

Once again, thank you for choosing Quality Roofing. If you have any questions
or concerns, don’t hesitate to reach out to us.

Best,

Joe Smith
Quality Roofing
321 First Street, Smalltown, USA
333-333-3333
joesmith@example.com

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Email Made Even Easier

Communicating with customers and prospects over email is already

simple—but with a system like AccuLynx, it’s even easier. AccuLynx allows
you to send emails from the same system you can use to manage your
business. Each email message is saved to its corresponding job file, so you
can always find past messages and see a complete history of
communication with the customer.

You can even automate email messages based on customizable triggers in

AccuLynx—for instance, a confirmation email that automatically goes out
when you mark a job as completed.

AccuLynx helps you streamline, automate and manage your email

communications so you can reach homeowners more easily and save time.

Want to see what else AccuLynx can do for your business? Schedule a demo
today!

See a Quick Demo

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