This job booking checklist lists what to capture on every booking call, what to confirm before the visit, and how to follow up on an estimate. Print it for the front desk, with no account. It stays useful whether you answer the phone yourself or someone does it for you.
How do I use the checklist?
Keep it next to the phone. Tick each box on the call. Pick your trade to add the lines that matter for your jobs.
Part 1. Before you hang up
- [ ] Caller's full name
- [ ] Best callback number, read back to the caller
- [ ] Service address, read back, with gate codes and pets noted
- [ ] What is going on, in the caller's words
- [ ] Urgent or routine
- [ ] New or current customer
- [ ] Owner, renter, or property manager? Who approves the work?
- [ ] Booked day and time window, said back to the caller
- [ ] How the caller wants the reminder: text or call
- [ ] Price question asked? Say "pricing depends on what we find" and do not quote
Part 2. Add for your trade
HVAC:
- [ ] System type: furnace, heat pump, central AC or mini split
- [ ] What the thermostat shows
- [ ] Maintenance plan member or not
Plumbing:
- [ ] Is water still coming in?
- [ ] Which fixture, and how many drains are backing up
- [ ] Water heater type: tank or tankless
Electrical:
- [ ] Whole home or part of it
- [ ] Neighbors out too?
- [ ] For estimates: panel, EV charger, generator or remodel, and why now
Roofing:
- [ ] Water coming inside right now?
- [ ] Storm date
- [ ] Insurance carrier and any claim info the caller has. Do not say whether insurance will pay.
- [ ] Roof type and number of stories
Part 3. Before the visit
- [ ] Reminder sent to the caller
- [ ] Tech has the address, the problem and the notes
- [ ] Gate codes, pets and parking passed on
- [ ] Any urgent change since the call? Call the customer back first
Part 4. Estimate follow-up
- [ ] Estimate sent in writing, with the date
- [ ] Follow-up date set on the calendar before you leave
- [ ] First follow-up: "Any questions on the estimate?"
- [ ] Second follow-up: offer a start date
- [ ] Final touch: ask if they still want the work, and close the file either way
- [ ] Result logged: won, lost, or still deciding, and why
Pick a follow-up rhythm that fits your jobs and stick to it. A small repair may need one touch. A replacement or a roof may need several.
Made with Cochago.
What should I do with the calls I already missed?
Call them back with the missed-call follow-up script. Then put a number on what missed calls cost you in the missed-call calculator. See all three on the tools page.
What if I want booking done for me?
Cochago by Gasworks is an AI front desk for any business that runs on calls and website chat. It answers around the clock, flags what is urgent, and books the work. On the Book plan, Chago, our virtual assistant, takes booking requests on the call, and your team confirms them. Chago does not ask every item on this list. It does not ask owner or renter, check whether neighbors are out, or send reminders. Keep this checklist for the calls your team takes. Plans start at $399 a month, with 30 days to try it and no card. See the pricing page.
See how Chago handles estimate calls for electricians and storm days for roofers.