This missed call follow-up script gives your shop the exact words to use when you miss a call: a text you send yourself, a callback script, a voicemail to leave, and an after-hours greeting. Print it, with no account. You run every step by hand, from your own phone.
How do I use this script?
Pick your trade and type your shop name. The script fills in below. Then print the sheet for the front desk.
Work the steps in order, by hand. Send the text from your own phone first. Call back next. Leave a voicemail and a second text only if they do not pick up.
The script
You send these texts and make these calls yourself, from your own phone. Cochago does not text your callers.
Step 1. Send this text yourself, right away
Hi, this is [Your name] at [Shop name]. Sorry we missed your call. Is this urgent, or can we book a time? Reply here or call us back at [Shop number]. Reply STOP to opt out.
Step 2. Call back
Opening:
Hi, this is [Your name] with [Shop name]. You called us a little while ago and we missed you. I'm sorry about that. Is now a good time?
If yes, ask one question at a time:
- What is going on?
- Is it urgent, or can it wait for a booked visit?
- What is the address?
- What is the best number to reach you? Read it back.
- When works for a visit? Offer two open times.
Close:
You're set for [day and time]. I'll text you a reminder from this number. If anything changes before then, call or text this number.
If they ask about price:
Pricing depends on what we find. The tech will look and give you a price before any work starts.
Step 3. If they don't answer, leave this voicemail
Hi, this is [Your name] at [Shop name], returning your call. We'd like to help. Call or text us at [Shop number], and we'll get you booked.
Step 4. Second text, later the same day
Hi, it's [Shop name] again. Still want help with [their issue]? Reply with a good time and we'll set it up. Reply STOP to opt out.
Step 5. Your after-hours greeting
Record this on your own line so after-hours callers know what happens next:
Thanks for calling [Shop name]. We're closed right now. Leave your name, number and what's going on, and we'll call you back first thing. [If you run an on-call line, say the number here.]
What should I say for my trade?
Swap this line into the Step 2 opening for your trade:
- HVAC: "Is this no heat or no cool, or a tune-up you'd like to book?"
- Plumbing: "Is water coming in right now, or is this a drain or water heater visit?"
- Electrical: "Is anything sparking or smelling hot, or is this a repair or an estimate?"
- Roofing: "Is water coming inside right now, or would you like an inspection booked?"
If the caller describes something urgent, get the address and number first. Then hand it to whoever is on call. This script does not give repair or safety steps, and you should not add them.
Which missed calls do I call back first?
- Anyone who said it was urgent, or whose text sounds urgent.
- Callers who called more than once.
- New callers, newest first.
- Current customers with routine requests.
Write each callback result on the sheet: booked, left voicemail, sent second text, or not interested.
Made with Cochago.
How do I get fewer missed calls to follow up?
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. Chago, our virtual assistant, answers the call in the first place, so there is less to call back. Cochago does not send texts to your callers. Not this text, not a missed-call text, and not a reminder. You send every text on this sheet yourself, from your own phone. Plans start at $399 a month, with 30 days to try it and no card. See the pricing page or the AI receptionist for home services.
Next, put a number on those missed calls with the missed-call calculator. Then use the job booking checklist on every call you book. See all three on the tools page.