Missed call text back script
Writes the automatic text that goes out when you miss a call, plus the follow ups for the next hour and the next morning. You get copy to load into your phone system or send by hand.
Who it is for: Any business that misses calls during jobs and loses the caller to the next listing
A caller who gets voicemail calls the next business on the list. A caller who gets a text within thirty seconds that says "I am on a job, what can I help with" usually waits. Most phone systems and many business phone apps can send that text automatically when a call is missed. This prompt writes the words.
Gather first
- Who answers texts when you are on a job: you, the office, nobody until 5 pm.
- The two or three things callers most often want: a quote, to reschedule, a question about an active job.
- Your booking link if you have one (Calendly or your scheduler).
How to use it
Run the prompt, then load message 1 into your phone system's missed call automation. If your system cannot automate it, save message 1 as a text shortcut and send it the moment you see the missed call. Use messages 2 and 3 by hand.
What good looks like
Message 1 is under 40 words and asks one question. Nobody reading it can tell it was automatic.
You are writing text messages for a small service business that misses calls while the owner and crew are working. The messages will be sent automatically or by hand within a minute of a missed call. Plain, human, short. No exclamation points, no em dashes, nothing that sounds like a robot. My business: [PASTE BUSINESS NAME AND WHAT YOU DO] Who replies to texts and when (for example the owner between jobs, the office until 5 pm): [PASTE] What callers usually want, most common first: [PASTE 2 TO 3 REASONS] My booking link, if I have one: [PASTE OR WRITE NONE] Our hours: [PASTE] Write these messages: 1. Instant missed call text. Under 40 words. Says who we are, admits we missed the call because we are on a job, asks one question that sorts the caller (for example "Are you looking for a quote, or calling about a job we are already doing?"). Must read as if a person typed it. 2. After hours version of message 1. Under 40 words. Says when we open and that we will call first thing, asks what they need so we can be ready. 3. One hour follow up if they have not replied. Under 30 words. Offers the booking link if I gave one, otherwise offers two times to talk. 4. Next morning follow up if still no reply. Under 30 words. Last message, friendly, leaves the door open. 5. Three quick replies I can send with one tap when the caller answers message 1: one for "I want a quote", one for "I am an existing customer", one for "wrong number or vendor". Rules: no words like "valued customer" or "your call is important". Do not promise a callback time I did not state. Use the owner's first name in the signature if I gave one. Keep every message under the word limit so it fits in one text.
Would rather have it done?
This is something we already run for clients. Send the intake and name this playbook; we will come back within a business day.
Goes well with
Five minute reply to a new web lead
Paste the lead's message and get a reply that answers their question, asks the one thing you need to quote, and offers a time to talk.
Follow up sequence for a quote that went quiet
Builds a four message follow up for one quiet quote, spaced over three weeks, each with a reason to reply that is not "just checking in".
Hand off rules: when the assistant gets a human
Writes the exact rules for when your assistant should stop and bring in a person, what it says while doing it and what it sends you.