Free templates
Repair proposal and follow-up email templates
Free to use and adapt. Replace anything in {braces} with your own details.
Repair proposal template
A one-page proposal: what was found, the repair, the price, terms and an approval block.
Open printable version Download Word file (.docx)
To make a PDF, open the printable version and choose Print, then Save as PDF.
Three follow-up emails
Send after the proposal goes out. Stop as soon as the customer replies, approves or declines. Download all three as a text file.
Follow-up 1: checking it arrived (day 3)
Subject: Checking in: {building} repair proposal
Hi {first_name}, I wanted to make sure the repair proposal for {building} reached you. I am happy to walk through any of the items. – {contractor_contact}
Follow-up 2: why the repairs matter (day 14)
Subject: Why the {building} repairs matter
Hi {first_name}, a quick note on the items from your inspection: open deficiencies can be cited by the fire marshal or raised by your insurance carrier, and some affect how your system performs in an emergency. Fixing them now keeps your building compliant. The proposal is attached again for convenience. – {contractor_contact}
Follow-up 3: offer to phase or adjust (day 21)
Subject: Can we help schedule the {building} repairs?
Hi {first_name}, if budget or timing is a concern, we can split the work into phases or start with the most urgent items. Reply with what works and I will put together an option. – {contractor_contact}
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Last reviewed October 2026.