Bid Follow-Up Email Template for Contractors (With Text Version)

You walked the job, wrote the scope, priced it and sent it. Then nothing. Most quiet bids aren't a no. The client is busy, comparing, or stuck on one question they haven't asked. A good follow-up makes it easy to answer.

01Why bids go quiet

A remodel is a big decision, and the estimate usually lands on a busy household. Common reasons a bid stalls:

The client has a question about the scope or price and doesn't want to look uninformed asking it.
They're waiting on another bid, a spouse, or financing.
The number was higher than they hoped, and they don't know there are other ways to do the job.
They simply forgot. Your estimate is one email in a full inbox.

Each follow-up should name the project, ask one real question, and give a clear next step. "Just checking in" does none of those.

02When to follow up

A simple cadence many contractors use, adjusted to your market and job size:

When	What	Goal
2 to 3 business days after sending	Short check-in	Confirm they got it, invite questions
About 1 week later	Options follow-up	Surface the real objection, offer a way forward
About 2 weeks later	Close the loop	Get a clear yes, not now, or no

Put the dates on your calendar the day the estimate goes out. If you track bids in a sheet, add a "next follow-up" column next to the bid amount.

03The follow-up templates

Follow-up 1: the check-in

Subject: Your [project] estimate, any questions? Hi [client name], I wanted to make sure the estimate for your [project, e.g. kitchen remodel] came through. Is there anything in the scope or the pricing you'd like me to walk through? If it helps, I can hop on a 10-minute call this week. [Day/time option 1] or [Day/time option 2] work on my end. Thanks, [your name] [company] · [phone]

Follow-up 2: options

Subject: A few ways to do your [project] Hi [client name], Following up on the [project] estimate from [date]. Sometimes the first scope isn't the right fit, so here are a couple of other ways we could do it: Option A: [full scope as quoted], $[amount] Option B: [phased or reduced scope], $[amount] Option C: [different finish level or allowance], $[amount] Does one of these feel closer to what you had in mind? Happy to adjust. [your name]

Follow-up 3: close the loop

Subject: Should I keep your [project] on the schedule? Hi [client name], I'm planning our schedule for [month] and wanted to check where you landed on the [project]. Totally fine if the timing isn't right or you went another way. A quick reply either way helps me plan. [your name]

Text version

Hi [client name], it's [your name] with [company]. Did the [project] estimate come through okay? Happy to answer any questions or walk through options. [phone]

Keep texts short and send the details by email so the scope and price stay in writing.

04Offer options, not discounts

When a client says the number is high, cutting your price on the same scope trains them to push back. Change the scope instead:

Phase it: do the must-haves now and the rest later.
Change allowances: a different tile, fixture or cabinet line moves the number without touching your labor rate.
Move work to the owner: demo haul-off or painting, if you're comfortable with it and it's spelled out in writing.

Every option needs its own clear scope. Start from a tight scope like the one in how to write a bathroom remodel scope of work, and price each version with the method in how to price extra work on a remodel.

05AI prompts for bid follow-ups

I sent an estimate for [project] to [client] on [date] for $[amount]. Write a short, friendly follow-up email that names the project, asks if they have questions about the scope or price, and offers two call times: [time 1], [time 2]. Under 90 words. No pressure language, no discount.

Here is my scope and price for [project]: [paste]. The client said it's more than they expected. Suggest 3 ways to change the scope (phasing, allowances, owner-supplied items) that would lower the total. List what each one removes or changes. Don't make up prices; leave $[ ] where I fill in the number.

Turn this follow-up email into a text message under 300 characters, same tone: [paste email]

You set every price. AI writes the words so the follow-up actually gets sent.

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06FAQ

How long should I wait to follow up on a bid?

Many contractors send a short check-in two to three business days after the estimate goes out, a second one about a week later, and a final close-the-loop note after that. Set a schedule you can keep and put the dates on your calendar.

Should I offer a discount when a bid goes quiet?

Not by default. A discount teaches clients to wait you out. Offering options, such as a phased scope or a different finish level, gives the client a way forward without cutting your margin on the same work.

Is it okay to text instead of email?

Many residential clients answer texts faster than email. Send whichever channel the client used with you, and keep the written estimate in email so the scope and price stay on record.

Bid follow-up email template