For builders

Big-quote follow-up schedule for builders

An extension or refurbishment quote can take days to prepare, and customers often take weeks or months to decide. Planning, finance and other quotes all slow things down. This schedule shows when to follow up and what to say, so you stay in the running without being pushy.

Free to use, print and share. Updated 22 October 2026.

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The schedule

Day 0: send the quoteEmail the quote with a short covering note, and offer a call or visit to walk them through it.
Day 2 or 3: check it arrivedA quick message to check they have it and can open any drawings or attachments.
Week 1: answer questionsOffer to talk through the scope, options and stages. This is where most big jobs are won.
Weeks 2 to 3: look for blockersAsk if anything is holding them up: planning, budget, other quotes or timing. Offer options, such as phasing the work.
Weeks 4 to 6: share availabilityLet them know when you could start and how far ahead you are booking.
Monthly, for three to six monthsA short, friendly check-in. Many big jobs come back once planning or finance is sorted.
The polite closeIf you hear nothing, offer to close the quote, and set a reminder to check back in a few months.

Watch for decision points

Big jobs often wait on something outside the customer’s control. Ask about these early, note the dates and follow up when they pass.

Planning permission: when was it submitted, and when is the decision expected?
Building regulations: who is handling the application or building control?
Party wall: do neighbours need notice? Notices often have to be served a month or two before work starts, depending on the work.
Finance: are they waiting on savings, a remortgage or a loan?
Other quotes: how many, and when do they expect to decide?
Timing: is there a date they want the work finished by?

This is general information, not legal advice. Check the planning, building regulations and party wall rules for each job.

Messages you can adapt

Sending the quote (email)

Subject: Your quote for the [rear extension] at [address]

Hi [name],

Thank you for showing me round. Your quote is attached, with everything we discussed: [main items]. It is valid for [30] days.

It’s a big decision, so I’m happy to talk it through on the phone or come back to go over it on site. Just let me know what suits.

Kind regards,
[your name]
[business], [phone]

Day 2 or 3 (text)

Hi [name], it’s [your name]. Just checking the extension quote and drawings came through OK? Happy to talk anything through.

Weeks 2 to 3 (email)

Subject: Any questions on the [extension] quote?

Hi [name],

I wanted to check in on the quote. If the total is more than you planned, we could look at phasing the work or changing the spec on [items]. And if you are waiting on planning or finance, just let me know when you expect to hear and I’ll check back then.

Thanks,
[your name]

Weeks 4 to 6 (text)

Hi [name], I’m booking work for [month] onwards and wanted to give you first refusal on a start date. No pressure at all, just let me know if you’d like me to hold one.

The polite close (email)

Subject: Shall I close this off?

Hi [name],

I haven’t heard back about the [extension], which is completely fine. I’ll close the quote for now. If things change, perhaps once planning comes through, just get in touch and I’ll update the price.

All the best,
[your name]

Before you send any follow-up

Check your notes from the last conversation
Use the right name and job details
Add something useful: a start date, an option or an answer
End with one simple question they can answer quickly
Set the date of the next follow-up before you forget

Free resource from Bizora: bizora.co.uk/resources/builders-quote-follow-up-schedule