Contractor Text Templates

Hi Sarah — confirming I'll be out Tuesday the 9th between 8 and 9 a.m. to look at the bathroom. Should take about 30 minutes. Reply here if anything changes.

Morning Sarah — running about 40 minutes behind on the job before yours. I'll be there closer to 9:40. Sorry for the shuffle, I'll text when I'm pulling in.

Thanks for having me out today. Deck rebuild, 12x16: $6,800–$7,400 depending on the railing you pick. Price holds for 30 days. Ready when you are.

Great — I'll get you on the calendar. To lock the start date and order materials I collect a $1,800 deposit. Once that's in I'll confirm the 14th and send you a receipt.

Change Order #2 — we opened the floor and the subfloor is rotted through, 90 sq ft. Replacing it adds $1,150 and pushes the finish date to Friday the 14th. Reply "approved" and I'll get it handled today.

Hi Dave — quick note on Invoice #1042. Balance due $2,400, now 21 days past due. Can you confirm payment this week?

Dave — Invoice #1042 for $2,400 is now 45 days past due. This is a final notice before I turn it over for collection. I'd much rather settle it directly — please call me today.

All work finished and walked through with you. Final invoice attached: $4,275. Please confirm receipt of invoice. Thanks!

Glad you're happy with how it turned out. If you have two minutes, a quick review really helps a small outfit like mine — here's the link. Either way, thanks for the work.

• Lead with the fact — amount, date, address — not with an apology.
• Give one clear next step per message.
• Keep it under four lines. Anything longer belongs in an email or a written change order.

Each contractor text message template is a starting point. Before sending, swap in the customer's name, the exact amount, the date, and your business name. Keep the length about the same — the templates are short on purpose, because long texts get skimmed or ignored.

• Use the customer's first name — it reads as personal, not automated.
• Put the key fact (time, amount, date) in the first line.
• End with one clear next step: reply YES, pay by Friday, call me.
• Sign with your business name if they might not have your number saved.

Contractor job-update texts are perfect for routine updates, but some conversations go better on the phone: bad news about hidden damage, a large change in price, a customer who sounds upset, or a payment that's more than a few weeks late. Call first, then send a short text confirming what you agreed so there's a written record.

Your job texts are part of your paperwork. A reply like "Yes, go ahead with the extra post" can settle a dispute months later. Avoid deleting job threads, take screenshots of important approvals, and save them with the job's photos and invoice.

Is it professional to send quotes by text? Yes, for most residential work — as long as the text includes the price, what's included, and how long the price is good for. For bigger jobs, attach or link a full written estimate.

What hours should I text customers? Normal business hours are safest — roughly 8 a.m. to 6 p.m. on weekdays. Appointment changes on the day of the job are the exception.

Should I use my personal number? Many solo contractors do. If you want separation, a second line or business number keeps job texts in one place and makes records easier to find.

• Weather delay: "Hi Sarah — rain tomorrow means we can't pour. Moving to Thursday, same time. I'll confirm Wednesday night."
• Waiting on materials: "Quick update — the vanity is backordered until the 18th. Everything else stays on schedule."
• Inspection scheduled: "The inspector is booked for Tuesday between 9 and 12. Someone needs to be home to let them in."
• Thank-you after payment: "Payment received — thanks, Sarah. It was a pleasure working on your kitchen."

• Right person, right number.
• Name, date, and amount are correct.
• Three lines or fewer.
• One clear next step.
• Sent during business hours unless it's urgent.