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Contractor Forms and Letters for Customers

Forms, contracts, and letters based on your business correspondence with your customers.

Contractor Forms and Letters (Complete 150 Doc Package) SAVE $$$

Purchase the entire collection (all 150 documents plus 22 additional reference guides). This package contains all the documents on this site for one low price.

Price: $24.00

Bad Check Letter

This is a letter regarding a bad check written to you by a customer. Always remember, when dealing with payment issues, that the primary concern is not to punish someone, but to get the money.

Price: $5.00 USD

Collection Letter #1

This is the first of three collection letters. These are written to be used in numerical order.

Price: $5.00 USD

Collection Letter #2

This is the second of three collection letters. These are written to be used in numerical order.

Price: $5.00 USD

Collection Letter #3

This is the third of three collection letters. These are written to be used in numerical order.

Price: $5.00 USD

Company Evaluation

This is a feedback form to be sent to your customers. This letter asks, "How did we do?" and is useful for improving your operations and as a sales tool. Don't worry if many customers don't return them. The fact that you sent the form says good things about you.

Price: $5.00 USD

Customer Thank You Letter

This is a simple end-of-the-year thank-you note; the kind that you might send with a Christmas gift to a good customer. If you use it in this manner, you should include a brief note about the attached gift, such as: "I know that you will enjoy this gift certificate for a night out with your family."

Price: $5.00 USD

Detailed Invoice

This is a basic, detailed invoice form for a large, ongoing project.

Price: $5.00 USD

Equipment Warranty Letter

This letter regards one of the trickier problems on a construction project, placing equipment into service. The problem here is the warranty coverage. The equipment manufacturer generally warranties equipment for one year from the date it is placed in service (or sometimes, one year from the date of purchase). Your contract agreement, on the other hand, almost assuredly requires you to warrant the equipment for one year from the date of acceptance. Thus, if you place the equipment in service a period of time before the owner issues his or her final acceptance of the project, you are widely exposed during the time gap. Many types of equipment used on construction projects (chillers, switchgear and transformers, pumps, refrigeration and cooling units, HVAC equipment, etc.) are very expensive, and your company could be hurt or destroyed if you had to replace them on your own.

In response to such problems, this letter requests a written acceptance of the systems that are to be placed into service prior to the final acceptance of the entire project. Note that the letter approaches the subject gingerly and does not have a demanding tone. But even though the letter is conciliatory in tone, you should not put this equipment into service without a signed partial acceptance. This may seem like a hard attitude to take, but why should you put yourself and your company at risk? Your contract does not require you to take such risks, so why should you be intimidated into doing risky things? Do them enough times, and you'll eventually be burned.

Price: $5.00 USD

Guarantee Letter

Guarantees are required for almost all construction projects. The standard time for such a guarantee is one year from the date of acceptance. This date of acceptance and the length of the guarantee's term should be filled in the appropriate blank spaces on this form. The last note in this letter gives you something of an "out" against unreasonable demands for guarantee work. By tying the guarantee to standard trade practices, you have some legal ammunition to use when declining to do unreasonable things. You may also want to simply refer to the document by name and state that a copy will be made available to the customer, should they request it.

Price: $5.00 USD

Inclusion Letter

This is a request to be allowed to bid an upcoming project. It is to be sent along with a bid-document deposit.

Price: $5.00 USD

Inclusion Thank You Letter

A subcontractor's letter should be sent thanking a GC for including their company in bidding. This is another one of the marketing letters that will set your company apart from the crowd. By expressing your appreciation for an opportunity, you go a long way toward assuring that there will be more such opportunities. In addition, the note at the end of the letter requesting feedback can help immensely. Nothing is better than honest feedback from a customer, and it is rare in the construction industry. You should go out of your way to get such information. Think about including notes of this type in other correspondences as well, the information it gets you can be very valuable.

Price: $5.00 USD

Invoice

This is a basic invoice form for billing the job.

Price: $5.00 USD

Late Pay Letter #1

This is a statement of an overdue account. It is a notice of past-due invoices and a request for immediate payment.

Price: $5.00 USD

Late Pay Letter #2

This is a letter regarding an overdue account. The idea behind this letter is that you wish to salvage the account, and continue working with them in the future. In other words, this is a customer that you like, but one who has fallen far behind in their payments.

Price: $5.00 USD

Late Pay Letter #3

This is a late payment letter with an enclosure. This is a first or second effort at collecting an overdue account. You will want to use many different types of such letters. This letter uses a postage-paid envelope as an enclosure, which will hopefully encourage prompt payment.

Price: $5.00 USD

Late Pay Letter #4

This is a friendly reminder notice. It is a mild response to an unpaid balance. Its tone is friendly and almost conciliatory. It works very well as a first reminder.

Price: $5.00 USD

Lost Customer Letter

This is a letter to a former customer. Repeat business is the best kind you can get, so to lose a good customer is a big loss. This letter is written in hope of getting a customer back. At the very minimum, you can use this letter to begin a dialogue with the ex-customer. To show your sincerity on that account, you should enclose a stamped, self-addressed envelope with the letter for the ex-customer's response. You might also ask for an e-mailed response.

Price: $5.00 USD

Payment Received Late Letter

This is an acknowledgement of receiving payment following one or more late notices. These are important to send every time they are applicable.

Price: $5.00 USD

Qualification Form Letter

This is a general contractor's request for subcontractor to fill out a qualification form. This is a cover letter for a subcontractor qualification form and a solicitation to prospective subcontractors. The general contracting firm sending this letter is looking for certain types of subcontractors and sends out the form to subcontractors of that type. Hopefully, some good subs will fill out the form and begin bidding to the general contractor. This letter could also be slightly modified and used by subcontractors in search of specialty contractors. Since the qualification form that will be included with this letter asks for some very confidential information, a note is included assuring the recipient that all information will be kept strictly confidential.

Price: $5.00 USD

Rate Increase Letter

In every field, there comes a time when a price increase is necessary. When this happens, you must notify your customers beforehand, and do your best to explain the increase in such a way that maintains their good will toward your company. In such letters, you must be neither too apologetic nor too aloof. Explain why the increase is necessary and that you really don't want to raise your prices. Then, state the new price and the date on which it is effective. As you notice in this letter, you should offer your willingness to discuss such rate increases with good customers. Presumably, you will not be making exceptions to the rate increase. It is helpful to talk to customers to allow you to justify the increase or to work out some other type of billing arrangements.

Price: $5.00 USD

Referral Thank You Letter

This is a letter of gratitude to someone who recommended your services. It is designed to make this person feel comfortable with recommending you. It does so by first expressing sincere gratitude (everyone likes to feel appreciated), and then by assuring the person that you will take the best possible care of the customer. This final assurance of good treatment is extremely important. You should use letters like this every time you can. Do not use these letters instead of calling on the phone or thanking the party personally; do both. In every trade, people and their opinions are the most important of factors. A quickly prepared note of thanks will set you apart from the crowd in many subtle (yet important) ways.

Price: $5.00 USD

Refund Letter

This is a conciliatory letter to a customer who complained about an incorrect bill. The details given in this copy of the letter concern a defective product, but could (and should) be changed for whatever situation may face you. When you must refund money or admit to a fault in some other way, do it forthrightly. Send a personal letter with the check or apology, and assure your customer that the overcharging was an accident that will not be repeated.

Price: $5.00 USD

Sales Follow-up Letter

This is a simple follow-up letter to a customer you made a proposal to a short time before. Do not neglect simple sales tools such as this one-they keep dialogue open and are more than worth the minimal effort they require.

Price: $5.00 USD

Sales Letter

This is an introductory sales letter for prospective new customers. In it you offer to spend time and effort proving your worth to the client. You will notice that this letter is written primarily for industrial clients. You can, of course, modify it for other types of clients as well. Remember that this letter is selling your service and sincerity to your clients. You must be prepared to provide these services before you send a letter such as this one. This is especially true if you are selling to industrial concerns; they rely deeply on reliability, and if you disappoint them before you have completed several successful projects for them, they will likely never give you another chance at their work. Read this letter carefully before you send it, and make sure that it matches your business philosophy. If it doesn't, modify it before you use it.

Price: $5.00 USD

Warranty

This is a formal warranty of specific equipment from a contractor to a customer. It is a legally binding document. Provision is made at the bottom for it to be notarized.

Price: $5.00 USD