Knowing how to send an estimate email isn't just a routine part of doing business in field services—it's a critical opportunity to build trust, answer questions before they're asked, and win the job.
Whether you're in lawn care, landscaping, house cleaning, pest control, or pool services, how you present your estimate can be the difference between landing the client or losing them to someone else.
Here’s a step-by-step guide on how to send an estimate email that gets noticed—and approved.
The subject line is the first thing your client sees, so make it count. Avoid vague language like “Estimate” or “Quote.” Instead, try something specific:
Clear subject lines set the tone and help your client immediately understand what’s inside.
A personalized greeting shows that this isn’t just a copy-paste job. Even if you’re using templates or automation, include the client’s name:
Hi [Client First Came],
Thank you for the opportunity to work with you on your lawn care needs. I've attached your customized estimate for weekly maintenance below.
Before they dive into numbers, your client wants to know what the estimate includes. Use 2–3 sentences to summarize what you’re quoting:
This estimate covers weekly mowing, edging, and leaf blowing for your front and backyards, starting [Effective Date]. We’ve also included an optional add-on for seasonal flower bed maintenance.
Make sure your estimate is easy to view. PDF attachments work well, but if you're using field service software, include a direct link so they can view, accept, or sign online.
Pro Tip! Use clear file names like [FieldServiceBusiness]_Estimate_[Date].pdf instead of Estimate_FINAL2.pdf.
Don’t leave your client guessing. Tell them exactly what to do if they want to move forward—and what happens after they accept.
If everything looks good, you can approve the estimate by clicking the link above. Once approved, we’ll schedule your first service within 3–5 business days.
A simple invitation to reach out can reduce ghosting and encourage honest feedback:
If you have any questions or would like to adjust any part of the estimate, feel free to reply to this email or call me directly at (555) 123-4567.
End on a friendly but professional note. Avoid vague closings like “Thanks” and opt for something more deliberate:
Looking forward to working with you,
[First and Last Name]
Owner, [Field Service Business Name]
Did you know, you can use Service Autopilot to send estimates as well as automatically follow up?
The truth is that your leads will often choose the service business with the fastest estimate and quickest follow up.
Using the best field service software, you can:
Finally, you know how to send an estimate email for your field service business using the key steps outlined in this article. To recap:
A polished, thoughtful estimate email does more than deliver numbers—it builds trust, reduces confusion, and increases your chances of getting the job.
Plus, maximize the chances of your estimate getting accepted by using Service Autopilot—the best field service software in the industry!
Related: How to Calculator Job Costing
Originally published June 26, 2025 7:00 AM CT
Tags: Business Operation, Featured Post
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