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How to follow up on a bid: three contractor follow-up emails

Most bids that go quiet are not lost. The customer got busy, is waiting on a second price, or has a question they have not asked yet. A short, polite follow-up on a set schedule keeps you in the running without sounding pushy. Here are three emails you can copy, and when to send each one.

1. Two to three days after you send the bid

Subject: Your [project] proposal: any questions?

Hi [Name],

I wanted to make sure the proposal for [project] at [address] came through okay. Happy to walk through the scope, the exclusions or the payment schedule on a quick call if anything is unclear.

The price holds until [date]. Our schedule currently has an opening around [week], and I can pencil you in once you’re ready.

Thanks,
[Your name] · [Phone]

2. About a week later, if you have not heard back

Subject: [Project]: one thing worth knowing

Hi [Name],

Following up on the [project] proposal. If you’re comparing prices, one thing to check: our number includes [permit fees / disposal / a specific line others often leave out], so it may not line up one-for-one with other bids. I’m glad to go over it line by line.

If the timing or budget has changed, just let me know and I can suggest a smaller first phase.

Thanks,
[Your name]

3. Final check-in before the price expires

Subject: Closing out the [project] proposal

Hi [Name],

The pricing on your [project] proposal holds through [date]. After that I’d need to recheck material costs before confirming a number. If you’ve decided to go another way, no problem at all; a quick reply helps me plan the schedule.

Thanks again for the chance to bid,
[Your name]

Rules that make follow-ups work

  1. Put a price-hold date on every bid. It gives you a natural, honest reason for the last email.
  2. Add something each time. A question answered, a scope note, a schedule opening. “Just checking in” alone gets ignored.
  3. Call if you have the number. A two-minute call often settles what three emails cannot. Use the email as the written record.
  4. Stop after three. Then log why the bid was lost, if you learn it, and use that on the next estimate.

General example wording only, not legal advice. Follow your state’s home-improvement contract rules and any customer’s request not to be contacted.

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Templates and worksheets, not legal, tax or accounting advice. Contract, licensing, deposit, retainage, lien and notice rules vary by state: check your state licensing board and local lien rules, and have an attorney in your state review your contracts before you use them. No guaranteed results.