Leads and sales
Write a clear generator estimate visit reminder
Give homeowners the time, purpose and contact route for a site visit. Use a short reminder with clear blanks and one reply request.
A generator visit reminder needs the date, time window and visit type. Name who is coming if known. Give a contact for changes. Use the current booking and agreed contact route.
Say that this is a site check for a quote, not an install date. Help the buyer get ready. Leave out a sales pitch.
On this page
Check the booked facts first
Read the current booking, not an old note. Confirm the date, time window and job address in your own records. Check who owns the visit.
The message should call the visit what it is. A site check for a quote is not an install date. If a fee applies, use the terms already agreed. Do not surprise the buyer in a reminder.
Use one short message
Keep the main details near the top. Use a real date rather than tomorrow if a delayed message could cause doubt. Add the visitor’s name if it is known.
Do not paste a full sales pitch below the time. The reader should find the visit details on a small phone screen.
Ask only for useful access facts
A locked gate, parking limit or access contact may matter. Keep those notes private and available to the visitor.
Do not ask the homeowner to open equipment, lift panels or inspect wiring. The reminder should help with access, not hand skilled work to the buyer.
- Right visit type.
- Right date and window.
- Real contact for changes.
- Needed access note.
- No new promise or surprise fee.
Stop an old reminder after a date change
A clear note can still be wrong if it uses an old booking. When a visit moves, check the queued note as well as the calendar.
If the home and office use different time zones, make the time clear. Check who gets the note too. Do not use an old copied contact record.
Give replies an owner
A reminder is only useful if someone sees the answer. Name who checks replies and who tells the visitor about a change.
If the buyer asks to move the visit, update the booking first. Then confirm the new plan. Keep the old and new time in the history so the office can explain what changed.
Sources and further reading
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