Free templates · updated October 2026
What to text back after a missed call
Short answer: text back within a minute. Say who you are, give a one-line reason you couldn't answer, and ask one question that gets the job details, usually what it is and whereabouts they are. Keep it to one short message, don't quote a price, and ring them back when you're free. Below are 22 texts for UK trades and local businesses, ready to copy.
Your business name, first. A text from an unknown number with no name looks like spam.
"I'm up on a roof", "I'm with a client". It tells them you're busy working, not ignoring them.
The one that gets you the job: what is it, and whereabouts are they?
When you'll ring, if you can say. "I'll call you as soon as I'm down."
Put together
Hi, it's Hillside Roofing. Sorry I missed you, I'm up on a roof. What's the job and whereabouts are you? I'll ring you as soon as I'm down.
Why the first text matters
Half of trade calls go unanswered
In September we rang 230 trades firms across Exeter, Torbay, Plymouth and Taunton, the way a customer would. Of the 201 calls that counted, 47% went unanswered. For roofers it was 54%. See the full study.
That isn't laziness. They were up a ladder, under a boiler or driving between jobs. But the caller doesn't know that. Plenty won't leave a voicemail; they ring the next number on the list.
What a text does
It keeps the job with you
A text that arrives while they're still holding the phone tells them a real business got the call and wants the work. Most people would rather reply to a text than ring three more firms.
It also gets you the details before you call back, so you ring knowing what the job is, where it is and how urgent it is.
Copy and paste
Missed call text templates by trade
Swap in your own business name. Each one is under 160 characters, so it goes as a single text.
Any business
When you're busy
Hi, it's Harbourside Services. Sorry we missed your call. What can we help with? Reply here and we'll get back to you shortly.
After hours
Hi, it's Harbourside Services. We're closed for the day, but reply with what you need and we'll get back to you first thing.
Roofers
When you're busy
Hi, it's Hillside Roofing. Sorry I missed you, I'm up on a roof. What's the job and whereabouts are you?
After hours
Hi, it's Hillside Roofing. We're closed for the evening, but tell me the job and your postcode and I'll ring you first thing.
Plumbers and heating engineers
When you're busy
Hi, it's Brookside Plumbing. Sorry I missed you, I'm on a job. What's the problem and whereabouts are you?
After hours
Hi, it's Brookside Plumbing. We're closed right now. If it's an emergency, reply URGENT with your postcode and we'll pick it up first.
Electricians
When you're busy
Hi, it's Brightline Electrical. Sorry I missed you, I'm on a job. Is it a fault, a quote, or something urgent?
After hours
Hi, it's Brightline Electrical. We're closed for now. Tell me what you need and your postcode, and I'll get back to you in the morning.
Builders
When you're busy
Hi, it's Oakfield Builders. Sorry I missed you, I'm on site. What's the project and whereabouts are you?
After hours
Hi, it's Oakfield Builders. We're off site for the day. Send me a few details about the project and I'll call you tomorrow.
Garages and mechanics
When you're busy
Hi, it's Kingsway Motors. Sorry we missed you, we're in the workshop. Is it an MOT, a service, or a problem with the car?
After hours
Hi, it's Kingsway Motors. We're closed now. Reply with what you need and we'll book you in when we open.
Hair and beauty salons
When you're busy
Hi, it's Willow Hair and Beauty. Sorry we missed you, we're with a client. What would you like to book, and any day or time that suits?
After hours
Hi, it's Willow Hair and Beauty. We're closed now. Tell us what you'd like to book and when suits, and we'll reply in the morning.
Clinics and therapists
When you're busy
Hi, it's Harbour Physio. Sorry we missed you, we're with a patient. Would you like to book an appointment? Let us know which days suit.
After hours
Hi, it's Harbour Physio. We're closed now. Reply with the days that suit you and we'll get you booked in tomorrow.
Estate and letting agents
When you're busy
Hi, it's Quayside Lettings. Sorry we missed you, we're out on a viewing. Is it about a viewing, a valuation, or a property you rent?
After hours
Hi, it's Quayside Lettings. The office is closed. Tell us what it's about and we'll call you back first thing.
Cleaners and removals
When you're busy
Hi, it's Fresh Start Cleaning. Sorry I missed you, I'm on a job. What do you need cleaned, and whereabouts are you?
After hours
Hi, it's Fresh Start Cleaning. I'm finished for today. Tell me what you need and when, and I'll send a price tomorrow.
If they don't reply
Send one polite nudge, a couple of hours later or the next morning. One, not a string of them.
One nudge
Hi, it's Brookside Plumbing again. Do you still need a hand? Reply with the problem and your postcode and I'll call you today.
Letting it go politely
Hi, it's Oakfield Builders. No worries if you've sorted it. If you still need someone, just reply here and I'll ring you.
What to leave out
Six things not to put in the first text
- A price. You haven't seen the job. A number now gets compared with everyone else's.
- A link. A link from a number they don't know looks like a scam text. Ask a question instead.
- An offer or a discount. That turns a reply into marketing, and different rules apply. More on the UK rules.
- More than one question. Two questions get half an answer. Ask the one that matters.
- "Please call me back." They've just tried. Put the effort on your side.
- A paragraph. Keep it to one text. Read it out loud: if it takes more than ten seconds, cut it.
A small thing that saves money
Watch for emoji and curly quotes
One text holds 160 characters of plain text. Add an emoji, or a curly apostrophe pasted from a document, and most texting systems switch to a format that only fits 70 characters per text, so the same message is sent and charged as two or three.
If you're setting up an automatic reply, type the wording straight into the box rather than pasting it, and leave the emoji out.
Timing
How fast is fast enough?
As fast as you can manage. Within a minute is good, because they're often still deciding who to ring next. An automatic reply goes in about ten seconds, before they've opened Google again.
Doing it yourself, or automatically
Ways to send a missed call text
| Option | What it does | The catch |
|---|---|---|
| Text them yourself | Copy a template above when you see the missed call. | Only as fast as you can get to your phone, and easy to forget at the end of a long day. |
| iPhone "Respond with Text" | Sends a preset reply when you decline a call while it's ringing (Settings, Apps, Phone, Respond with Text). | Only works if you see it ringing and tap it. Calls you never see get nothing. |
| Android quick decline messages | The same idea on many Android phones, from the Phone app's settings. | Same catch: you have to be holding the phone. |
| Instant Reply | Texts back every unanswered call in about ten seconds, in your business's name, asks the follow-up questions and sends you the job and the postcode. | £299 a month. Works on your existing number, mobile or landline, with one forwarding code. |
Want to see it first? Ring our demo line on 07886 080955, hang up, and the text arrives in about ten seconds.
Questions
Missed call texts: common questions
How soon should I text back after a missed call?
Within a minute if you can. The caller is often still deciding who to ring next, so the first business to reply has the best chance of getting the job.
What should a missed call text say?
Four things: your business name, a short reason you couldn't answer, one question about the job (usually what it is and whereabouts they are), and when you'll ring them back.
Should I text back or ring back?
Both. Text straight away so they know you got the call and don't ring someone else, then ring when you're free. The text usually gets you the job details before you call.
What if the call came from a landline or a hidden number?
You can't text a hidden number, and many landlines can't receive texts, so ring a landline back instead. If you use an automatic reply, set it to text mobiles only.
Is it OK to text back a missed call in the UK?
Yes, when the text is a plain reply about their enquiry, says who you are and doesn't include offers. That's customer service, not marketing. How the UK rules apply.
Can I send missed call texts automatically?
Yes. A missed call text back service like Instant Reply texts every unanswered caller within seconds, day or night, and keeps your number the same. How missed call text back works.
Next step
Let the text go out without you.
We write your texts with you, switch it on with one code on your phone, and every missed call gets a reply in about ten seconds. If it catches fewer than 3 enquiries in your first 60 days, you get every monthly fee back.