Dear [Client's Name],

Thank you for the opportunity to submit a proposal for your project. I’m excited about the possibility of working together.

Please find attached:

1. Your project’s proposal

2. Guide to our contract process

This project will require HBCF Insurance to be in place before commencement - The premium for this project is calculated to be $[Amount] which is additional cost to the quoted works-

We handle the preparation & and lodgement of your project's HBCF Insurance for no charge

As of now, the earliest start date available for this project is approximately [Rough start time], subject to change based on our ongoing projects and new acceptances. We will work closely with you to find a suitable timeline.

FAQs:

Q1: How do we proceed?
A1: Respond to this email advising you’d like to proceed based off our proposal so far, We’ll then prepare & send you through our contract to review & sign via DocuSign, along with a link to schedule our Pre-Commencement meeting, to run through the project with you on-site before starting. This just helps clear up any questions you may have, and gives me an opportunity to note any adjustments to make to your project’s planned scope or details. After our meeting and making of any adjustments, we then invoice the scheduling deposit.

Q2: What payment schedule can I expect?
A2: Our contracts start with a 10% upfront scheduling deposit to secure your place on our work schedule. The remainder is split over 1-5 progress payments which are invoiced throughout your project, reflecting the value of work completed at each stage.

Your project’s specific payment schedule will be detailed on page 2 of your contract.

Q3: Are we able to change the scope or design once work has begun?
A3: The best time to adjust scope is prior to starting, however we understand that sometimes things only become apparent after work has begun. For variations valued under $500, we simply confirm the details of the proposed changes with you via email or text before we proceed. For variations valued over $500, we’ll prepare you a formal variation document detailing each proposed change and it’s cost adjustment up or down for your sign-off.

Please note, once materials have been purchased they are often not refundable.

Q4: What are your on-site work hours?
A4: Our standard on-site hours are 10am - 5:30pm, Tuesday to Friday. However, we may arrive late or leave early as needed for the transport of materials and equipment. For projects involving subcontractors, they may arrive as early as 7am; we will notify you if this is expected.

Projects expected to take more than 2-3 days will have a project schedule emailed to you for review prior to commencement, so you will know when to expect us.

Q5: How do we communicate during the project?
A5: If you’re home while work is being carried out, we’ll give you an in-person update at the end of each day. If you’re out during the day and we don’t cross paths, expect a ‘Daily Update’ text message each evening summarising the day’s progress, along with any questions, or anything worth mentioning.

Q6: How do you handle delays or unforeseen issues during the project?
A6: The primary causes for delays or unforeseen issues we encounter is generally either rain, or hidden structural issues such as wood-rot or termite damage, that sometimes only becomes apparent after work has commenced. Anything causing a delay, or anything unexpected that we suggest addressing during your project is assessed, documented & communicated as soon as we’re aware of it.

To further reduce unexpected delays, along with saving both ourselves & our clients unnecessary trips to Bunnings, we stock over 100 commonly needed building products at our HQ in North Epping.

Q7: What kind of Contracts do you use? Any unusual terms and conditions?
A7: We use industry-standard HIA Small to Medium Works contracts, signed online at your convenience via DocuSign. Most of the terms and conditions are in regard to provision of access, power & amenities during your project. We will run through these with you prior to commencement.

Q8: Can I view your license and insurance details?
A8: Certainly! We bring a hard-copy of our license and insurance details for you to review during our pre-commencement meeting.

In the meantime, feel free to enter our licence no. 326336C to verify at the Service NSW link below.

https://www.service.nsw.gov.au/transaction/check-a-builder-or-tradesperson-licence

Next Steps:

To proceed, please review the attached proposal and guide at your convenience. For any questions or further clarification, do not hesitate to reach out. We're here to ensure you feel confident and informed at every step.

Thank you for considering James & Co Residential Builders for your project. We look forward to the possibility of bringing your vision to life.

Warm regards,

Chris James
Director,
James & Co Residential Builders