Introduction

Bids go out, silence comes back, and you wonder what the client actually compared you against. Sound familiar? The fix isn’t fancy marketing—it’s a 10–15 minute clarification call before you price. You’ll turn a vague request into a tight, decision-ready scope that clients trust. In general, contractors who add this step report fewer revisions, cleaner profit, and faster yeses. In this guide, I’ll show you why the call works, what to clarify, how to implement it in 24 hours, and how to document it so you stand out without cutting your price.

Table of Contents

• Key Takeaways
• The Market Reality
• What To Clarify In 10 Minutes
• Implementation: The 24-Hour Clarification Workflow
• Differentiation Proof: Document It In Your Proposal
• Results You Can Expect
• Frequently Asked Questions
• Conclusion

Key Takeaways

• Many contractors find a 10–15 minute clarification call cuts proposal revisions by about one-third and boosts win rate without discounting.
• It’s common for teams to save 1–2 hours per proposal by preventing back-and-forth on assumptions, access, and finish quality.
• In general, proposals sent within 24 hours of a site visit convert faster—often within 24–48 hours—when constraints are addressed up front.
• Contractors often report that voice-capturing site notes and photos saves 20–30 minutes of typing per proposal and reduces misses.

The Market Reality

Clients compare apples to oranges every day. One quote includes protection and waste removal, the other doesn’t. One allows for hidden issues, the other assumes perfection. You lose work you should win, or win jobs that bleed margin.

The Problem

• Vague inquiries lead to vague scopes and price-driven decisions.
• Hidden constraints (access, working hours, lead times, heritage restrictions) pop up after the price is anchored.
• It’s common for small teams to spend 1–2 extra hours per proposal on clarifications that could’ve been handled in one short call.

The Solution

Run a short, pre-bid clarification call. Aim to:

• Confirm scope boundaries and exclusions.
• Surface site constraints and decision dependencies.
• Offer one or two practical alternatives that protect value and programme.

Example

A bathroom refurb inquiry lands in your inbox: “Like for like, quick job.” Ten minutes later you’ve confirmed: access via a tight stair, no skip on driveway, shower glass lead time is two weeks, and the extractor must meet current ventilation guidance. Your proposal now reads crisp, realistic, and credible. The client sees competence, not just numbers.

What To Clarify In 10 Minutes

Use this list as your fast, professional structure. You don’t need all of it every time—pick what matters.

Scope Boundaries And Quality Level

• Inclusions/exclusions (demo, protection, making good, waste, removals).
• Finish standard (paint system, grout type, trim profiles). Many contractors find defining finish early reduces callbacks.

Practical Detail

State what you will not do as clearly as what you will. “Making good to disturbed areas up to one coat ready-for-decor” is not the same as full redecor.

Site Constraints And Logistics

• Access limits (stairs, lift, parking, delivery windows, occupied home protocols).
• Noise and working hours (common in flats and managed blocks). In general, clarifying hours upfront prevents programme drift.

Materials, Lead Times, And Acceptable Alternatives

• Client-supplied vs contractor-supplied materials.
• Lead-time risks; nominate a like-for-like fallback clients can approve now to protect the start date.

Risks And Unknowns

• Hidden conditions (substrate flatness, damp, electrics). Offer a priced allowance or a decision point.
• Inspection or compliance triggers relevant to the UK (for example, Part P for domestic electrical works, bathroom ventilation meeting current guidance, or considerations in listed properties).

Programme, Access, And Decision Path

• Target start window and any constraints (holidays, deliveries, school runs).
• Who signs? How fast can you get decisions? It’s common for clear next steps to shorten the time-to-yes by days.

Implementation: The 24-Hour Clarification Workflow

Turn the idea into a repeatable advantage.

Step 1: Book The Call Immediately (0–4 Hours After Enquiry)

• Reply with two time slots and a short agenda: “10 minutes to confirm access, materials, and start window.”
• Clients respect a clear, concise plan.

Step 2: Capture Field Context (During Call Or Site Visit)

• Use voice notes and quick photos. Many contractors report that voice capture is faster and more complete than typing.
• Focus on constraints and decisions: access, finish level, materials, risks, and programme.

Step 3: Draft A Decision-Ready Scope (Within 24 Hours)

• Lead with the plan: what you’ll do, how you’ll protect the home, and what the client must decide.
• Add 1–2 sensible options (for example, “standard shower screen in 5 days” vs “custom screen in 2 weeks”).

Step 4: Send, Get Signed, Start

• Deliver a clean PDF, easy to read on a phone.
• Offer e-signature. In general, when signing is frictionless, approvals happen faster.

Example Timeline

• 10:00: Enquiry arrives.
• 12:00: 10-minute clarification call booked.
• 12:30: Call done; photos and notes captured.
• 16:30: Proposal sent with two options and clear assumptions.
• Next morning: Client e-signs; you schedule. Commonly, this flow reduces back-and-forth by half.

Differentiation Proof: Document It In Your Proposal

Make your thinking visible. That’s the edge.

Show Assumptions And Decisions

• Add a short “Assumptions & Constraints” block in plain English.
• List client decisions with simple deadlines: “Glass choice by Friday to hold start date.”

Anchor Scope With Photos

• One or two labelled photos (tight stair, cracked substrate, awkward corner) justify method and time.

Offer Safe Alternatives, Not Just Upgrades

• “If tile lead time slips, we can install approved alternative to keep programme.” Clients value schedule certainty.

Using Donizo To Make This Fast

• Capture details by voice, text, and photos on site; generate a professional proposal instantly with Donizo.
• Send branded PDFs and enable client e-signature for a legally binding yes.
• Once accepted, convert to invoice in one click and track payments. In general, simple proposal-to-invoice workflows pull cash forward by a few days.

Results You Can Expect

In the field, the gains are practical and immediate.

• Commonly, a 10–15 minute call cuts proposal revisions by about one-third.
• Many contractors find win rate improves noticeably once assumptions are explicit—often by a double‑digit margin without lowering price.
• It’s common to save 20–30 minutes of admin per proposal by voice-capturing notes and generating proposals directly.
• In general, addressing lead times and access constraints upfront brings approvals within 24–48 hours for small works.

Side‑By‑Side Impact

Real‑World Scenario

Small bathroom refresh in an occupied flat. Clarification call surfaces: no skip allowed, block quiet hours 12:30–14:30, and no drilling after 17:00. You propose dust protection, timed noisy works, and bagged waste removal. Client signs next day because the plan feels thought‑through, not risky.

Frequently Asked Questions

What Questions Should I Always Ask On The Call?

Start with: access and parking, working hours, who’s home during works, materials ownership (client vs contractor), finish level, lead times, and any building rules. Add one risk check (hidden conditions) and one programme check (target start window). Many contractors find this set answers 80% of later emails.

How Do I Handle Unknowns Without Scaring The Client?

Use clear allowances or decision points. Example: “Allowance includes making good up to one coat; full redecor is optional.” You’re reducing uncertainty, not inflating price. In general, clients prefer transparent options to vague promises.

Will This Slow Me Down?

No—done right, it speeds you up. Commonly, a 10-minute call saves 1–2 hours of later rework and shortens approval by a day or two because the proposal is decision-ready.

How Do I Present This Without Sounding Bureaucratic?

Frame it as protection: “I want to make sure we price the right package and keep your start date safe. Ten minutes now saves us both time later.” Keep it plain-English and focused on outcomes the client cares about.

How Can I Make The Admin Part Quick?

Capture notes by voice on site and convert them straight into a clean proposal. Tools like Donizo let you send a branded PDF, collect a legal e-signature, and convert to invoice in one click. Contractors often report this saves 20–30 minutes per proposal.

Conclusion

Pre-bid clarification calls turn you from “a price” into “the plan”. You’ll write tighter scopes, protect your margin, and move from enquiry to signed yes faster—without racing to the bottom on price. Keep it simple: a 10–15 minute call, clear assumptions, practical options, and a frictionless way to sign. If you want to make the workflow painless, capture your notes by voice and send a professional, e-signable PDF with Donizo. When the client accepts, convert to invoice in one click and get on with the work.