HVAC Lead Response & Booking Playbook
The operational guide for service coordinators and office teams.
Turn inbound inquiries into booked diagnostics, approved quotes, and scheduled installs—using workflows + copy/paste templates.
- Respond to leads in minutes with ready-to-send messages
- Follow up consistently without guessing what to say
- Convert more estimates into approved jobs
Get instant access (PDF download)
What you get: 1 PDF (41 pages). Print-ready. Works with any CRM.
Built to be used daily at the front desk: routines + scripts + follow-up schedules.
One-time purchase • Instant access • Works with any CRM or spreadsheet
Written for English-speaking markets.
Where leads slip away — and how to fix it
Common leak points
- Slow response
Leads wait hours while you're busy with jobs. By the time you call back, they've already booked someone else.
- Inconsistent follow-up
Some leads get three touches, others get zero. No system means missed opportunities every week.
- Quotes forgotten
Estimates go out, but nobody follows up. Customers don't say no — they just never hear from you again.
How the playbook fixes it
- First-response templates ready to send
Copy/paste SMS and call scripts your team can deploy in under 60 seconds — so leads never wait.
- Pre-built follow-up sequences
Sequence maps tell you exactly when to reach out, what to say, and who's responsible — no more guessing.
- Post-estimate workflows
Day-by-day follow-up schedules and scripts that keep your quotes top-of-mind until they convert or opt out.
What's inside the playbook
41 pages of practical tools your office team can use starting today.
Daily operational routine
Start each day knowing exactly which leads need attention first, which follow-ups are due, and what's falling through the cracks.
Speed-to-lead protocols
Clear rules for who responds, how fast, and what they say — so leads hear from you in minutes, not hours.
Intake checklist
Capture the right details upfront so techs arrive prepared and fewer callbacks are needed.
Decision trees
Repair vs. replacement, emergency vs. standard, in-area vs. out-of-area, owner vs. tenant — answers ready for every scenario.
Sequence maps
Visual guides for lead → booked, estimate → approved, and no-show recovery so nothing gets dropped.
Messaging rules
Tone, timing, and structure guidelines that keep your team sounding professional and consistent.
Call scripts
Openers, voicemails, and what to say when someone else answers — no more awkward pauses.
Quick replies (30 one-liners)
Pre-written responses for the most common questions and situations, ready to paste.
Objection handling
10 common objections with 2 response options each — price, timing, "need to think about it," and more.
SMS templates (70 total)
From first contact to post-job follow-up, every text your office might need to send.
Email templates (20 total)
Subject lines and body copy for confirmations, reminders, estimates, and re-engagement.
Post-estimate schedule + KPI dashboard
Track booked rates, response times, and follow-up completion with a simple weekly review.
One-page office cheat sheet
A printable reference with your response times, decision logic, and key scripts — hang it by the phone.
Examples
Below are a few sample snippets so you can feel the tone and structure.
Examples only — the purchase includes the full library and the complete 41-page playbook.
How it works
A complete lead-to-booking system, not just templates.
Start your day with a routine
Follow the daily checklist to review leads, prioritize follow-ups, and assign who handles what — nothing gets forgotten.
Use decision trees for every scenario
Emergency vs. standard? Repair vs. replace? Tenant vs. owner? The playbook tells your team exactly how to qualify and route each lead.
Send the right message at the right time
Copy the SMS, email, or call script that matches where the lead is in the journey — first contact, reminder, follow-up, or re-engagement.
Track what's working
Use the simple KPI dashboard to review response times, booking rates, and estimate conversions each week — then adjust.
Who this playbook is for
HVAC business owners
Give your office team a system to follow instead of figuring it out call by call.
Office managers
Train new hires faster and keep the whole team on the same page.
Dispatchers & CSRs
Know exactly what to say (and when) without asking someone else.
Focused on residential service and replacement leads — the calls and texts your office handles every day.
Frequently asked questions
Is this for residential or commercial HVAC?
The playbook is focused on residential service and replacement leads. Most scripts and sequences are built around homeowner conversations, not commercial facility managers.
Do I need special software?
No. Everything works with any CRM, scheduling tool, or even a spreadsheet. The templates are plain text you can copy/paste anywhere.
Will this work if we only use texting?
Yes. The playbook includes 70 SMS templates and sequence maps designed specifically for text-based follow-up. You can skip the call scripts if that's not your style.
Does it include scripts for replacement installs?
Yes. There are dedicated sequences and templates for estimate follow-up, financing conversations, and closing replacement jobs — not just service calls.
Can I edit the templates?
Absolutely. The PDF is meant to be a starting point. Copy what works, adjust the wording to match your company's voice, and build from there.
How do I share this with my team?
You'll get a PDF that you can print, share digitally, or copy into your team's docs. Many offices print the cheat sheet and post it near the phones.
What's the license?
Single-business use. You may share internally with your team. No resale or public redistribution.
What if I have trouble accessing the file?
Email us at contact@proposalloop.com and we'll sort it out quickly.
How do I contact you?
Email contact@proposalloop.com with any questions. We typically respond within one business day.
Ready to stop losing leads?
Get the complete playbook — templates, scripts, and systems — for one flat price.
Get instant access (PDF download)
Buy for $29Secure checkout via Stripe
Single-business use. Share with your team. No resale.