A guide to following up with contractors after receiving bids – how to ask the right questions, request updates, and keep the process clear and collaborative
Introduction
After reviewing your contractor bids, you’ll likely come across some questions or missing pieces. That’s normal. Not every bid will include the same assumptions, level of detail, or formatting. The key is to follow up in a clear, organized way to get the answers you need—and, if necessary, request a revised proposal.
This page will walk you through:
- When to ask for clarifications or revisions
- How to write and structure your follow-up
- What types of questions to ask
- How to keep the process on track and professional
When and Why You Should Follow Up
Contractors expect to answer follow-up questions before a contract is signed. Don’t hesitate to ask. You’re not being difficult, you’re making sure you understand what’s being proposed.
Common reasons to follow up:
- A bid is missing key work (e.g., demo, cleanup, finishes)
- The allowance amounts seem too low or unrealistic
- Some line items are vague or unexplained
- The contractor didn’t include a timeline, exclusions, or payment schedule
- You’ve made decisions that change the scope and want updated pricing
The Right Way to Ask for Clarifications
When reaching out, the goal is to get accurate answers while maintaining a professional tone. Most contractors appreciate organized questions and clear communication.
Best practices:
- Group similar questions together (e.g., all finish-related questions in one section)
- Number your questions for easy reference
- Be direct but respectful:
- “Can you confirm whether final cleaning is included in your bid?”
- “It looks like appliance installation isn’t mentioned—can you clarify if that’s included?”
- “Are permits and permit fees included in your pricing, or should we expect those as separate costs?”
What to Ask: Common Clarification Categories
The goal of your follow-up questions is to fill in the blanks and confirm that each bid reflects the same assumptions. Use the example categories and questions below to build your own question list based on the details in each proposal.
General Questions (Applicable to All Project Types)
Timeline & Availability
- When could you realistically start construction?
- How long do you estimate the project will take?
- How long do you expect permitting to take?
- Can the project be completed by [target date]?
- Will a site supervisor or project manager be on-site regularly?
Scope & Inclusions
- Is final cleaning included?
- Is demolition debris and disposal included?
- Will you need a storage container or staging space on-site?
- Are all required tools and equipment included in your price?
- Are permit application and fees included, or handled separately?
Bid Format & Transparency
- Can you provide an itemized or line-by-line version of your bid?
- Can you confirm the materials or finish levels assumed in each allowance?
- Are any owner-supplied items excluded from your pricing?
- Are you using estimating software, historical costs, or subcontractor quotes?
Documentation & Insurance
- Can you provide your contractor license number?
- Can you share a certificate of insurance?
- Can the owner be named as an additional insured party?
Residential-Specific Questions
Systems & Fixtures
- Are plumbing fixtures (toilets, faucets, sinks) included in your proposal?
- Are light fixtures included (supply and install)?
- Will you inspect or upgrade the existing HVAC or water heater?
- Are cabinets and countertops included for kitchens and bathrooms?
- Does your proposal include all necessary insulation and drywall?
Interior Finishes
- Is flooring included? What type and where?
- Is painting included for all interior areas?
- Does your tile pricing include both material and labor?
Site Conditions
- Are you accounting for grading, excavation, or difficult access?
- Will you charge additional fees for issues like mold, asbestos, or rerouted plumbing?
Commercial-Specific Questions
Tenant Improvements (TIs) and Build-Outs
- Does your proposal include installation of exterior and interior signage?
- Is concrete cutting and patching included where plumbing is relocated?
- Are blocking and backing included in framed walls?
- Is breakroom cabinetry included? If so, does that include countertops?
- Is a baby changing station included in the restroom buildout?
Owner-Supplied Items
- Will your team install owner-provided furniture, displays, or fixtures?
- Does your team handle wall-mounting of TVs, shelves, or equipment?
- Is any HDMI, low-voltage, or data cabling included or coordinated?
HVAC & MEP Systems
- Will you relocate or modify flexible ductwork to match the new layout?
- Will new rooms receive supply diffusers and return air grilles?
- Will the thermostat be relocated as needed?
- Will your HVAC contractor inspect the system and perform maintenance if required?
Utility and Health Requirements
- Is a utility mop sink included in your plumbing scope?
- Will you coordinate with utility providers (e.g., gas, water, electric) for capacity upgrades?
Tip: You don’t have to ask everything at once. Pick the top clarifications that matter most for your scope, budget, or timeline, and organize them in a clear, numbered list when following up.
Asking for Revisions
Sometimes clarification isn’t enough. If your project scope has changed, or if you’ve standardized finishes or layout decisions, it’s appropriate to ask for a revised bid.
You might say:
“Now that we’ve confirmed the final layout and finish selections, would you be able to send an updated version of your proposal with revised pricing based on the scope below?”
Or:
“Can you revise your bid to reflect the following scope adjustments: remove the back patio, upgrade flooring to hardwood, and include updated tile selections from the attached spec sheet?”
You can also ask for a “Best and Final Offer” once all bids have been clarified and you’re comparing final options.
How to Track and Organize Contractor Responses
As questions and revisions come back, it’s easy to lose track of who said what. A simple tracking sheet can help.
Create a spreadsheet with the following:
- Contractor name
- Date of original bid
- Clarification questions sent
- Date of response
- Revised bid received (yes/no)
- Status: Complete, Pending, Not Responding
If possible, keep all bids and responses in a shared folder or email thread so you can reference earlier versions as needed.
Tips for Keeping the Process Collaborative
- Give a reasonable deadline for revised bids (3–5 business days is common)
- Thank contractors for their time and detail
- Keep requests clear and to the point
- Remember that contractors are busy, but a good one will take the time to respond professionally
What’s Next: Choosing a General Contractor
Once you’ve received all clarifications and any requested revisions, it’s time to choose the contractor you want to move forward with. The next subpage will walk you through how to weigh your options, beyond just price, and make a decision you feel good about.
Continue to Choosing a General Contractor & Final Due Diligence to learn what to consider when making your final selection, including personality fit, experience, and communication style.