For builders and renovators

Follow up a building quote by clarifying the scope, not increasing the pressure.

Building and renovation quotes depend on drawings, site information, selections, allowances, approvals, access, and exclusions. A useful follow-up identifies the next unresolved decision. It does not pretend a preliminary estimate is a fixed contract price or create a false shortage.

First check: confirm the document arrived

Hi [First name], [Your name] from [Business] here. I sent the quote for [project] on [day]. Could you let me know it arrived? Happy to clarify the scope, allowances, exclusions, or next step.

Keep the first contact focused on delivery. If there are multiple revisions, name the revision or date so everyone is discussing the same document.

Surface the comparison points

Hi [First name], just checking whether any part of the [project] quote needs more detail. I can walk through the included works, owner-supplied items, provisional allowances, exclusions, and assumptions so you can compare the scope accurately.

A lower total can reflect a different scope, but do not speculate about another builder’s price. Refer to your own document and distinguish fixed inclusions from allowances that may change when selections or site conditions become known.

Identify the missing decision

Hi [First name], if the project is still under consideration, the next item I need is [drawing/site information/selection/approval]. Once that is available I can confirm whether the quote or proposed timing needs to change.

This is more useful than repeatedly asking whether they are ready. Do not suggest that acceptance, a deposit, or preliminary work replaces any contract, licence, insurance, approval, or cooling-off requirement that applies to the job.

Update timing honestly

Hi [First name], a quick timing update for [project]: my current indicative start window is [real window], subject to [stated dependency]. If that could suit, let me know and I’ll confirm the formal next step.

Use “indicative” when the date still depends on approvals, selections, contracts, material lead times, or earlier projects. Only promise a start date you are authorised and able to honour.

Close an inactive quote

Hi [First name], I haven’t heard back, so I’ll close the [project] quote for now and won’t keep chasing. If you revisit it later, get back in touch and I can confirm the scope, current pricing, and availability. [Your name]

This makes the status clear without implying the customer cannot return. An expired or withdrawn quote should be reviewed before it is reopened, especially if plans, selections, supplier pricing, or site information have changed.

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