Paving Follow-Up Email Templates

Hi [First Name],

Just wanted to make sure the proposal came through okay — sometimes they end up in spam or get buried.

I sent it over [day of week] for the [project description] at [address/property]. Happy to walk you through anything that needs clarification or adjust the scope if your priorities have changed.

If you're still in the decision-making process, no rush — just let me know when a good time would be to connect.

[Your Name]
[Company Name]
[Phone]

Hi [First Name],

Following up on the proposal for [project description]. At this point I want to make sure the numbers still work for you — material prices shifted slightly last week, and I want to confirm the quote is still accurate before we move too far out.

A couple of things that might be helpful:
- If timing is the issue, I can pencil you in for [month] without requiring a decision today.
- If price is the sticking point, I can look at phasing the work if that helps.

Worth a 5-minute call this week?

[Your Name]
[Phone]

Hi [First Name],

Totally understand — it's a real decision. A few things that usually help clients get off the fence:

1. Photos from a similar job: I did a [similar project type] at [nearby area] last [season] — happy to send before/after shots so you can see what the finished product looks like.

2. Timing: My [month] schedule is filling up. If you want a start date before [target date], we'd need to get something signed in the next [X] weeks.

3. What would make you more confident? Sometimes there's a specific question that would make the decision easy — I'd rather know what it is than guess.

What makes sense for next steps?

[Your Name]
[Phone]

Hi [First Name],

Appreciate you being straight with me on the price. A couple of thoughts:

If it's the total number: I can look at doing the work in phases — tackle the highest-priority area this season and plan the rest for next year. That spreads the cost and still gets the worst sections addressed before winter.

If it's comparing to another bid: I'm happy to look at both side by side with you. In my experience, the difference usually comes down to what's included — base repair, tack coat, mix grade — and sometimes it's not apples-to-apples. Not saying the other quote is wrong, just want to make sure you're comparing the same scope.

If the budget is just tight right now: Totally understand. Is there a number that works for you? Sometimes I can find room depending on the scope.

I'd rather work something out than lose the job over a number we could have solved.

[Your Name]
[Phone]

Hi [First Name],

Paving season is kicking off here and I wanted to reach out before my schedule fills up.

A few things worth knowing for this year:

1. Material prices: Asphalt prices are [up/stable] heading into spring. If you're planning work this year, locking in pricing now tends to save money vs. waiting until summer.

2. Your property: We worked on [property/address] back in [year]. With another winter behind it, it may be worth a quick walkthrough to catch any new cracks or drainage issues before they get worse.

3. Scheduling: My crews book 4–6 weeks out at peak season. If you've got something you want done by [target month], now's a good time to get on the calendar.

Worth a quick walk of the property?

[Your Name]
[Company Name]
[Phone]

Hi [First Name],

We're getting close to the end of the paving season here. Once temperatures drop below 50°F consistently, we can't lay asphalt — and that's usually [local month estimate] in our area.

If you've got anything on your list — crack sealing, patching, that section we flagged last spring — now's the time to get it done before freeze-thaw cycles cause more damage over winter.

Crack sealing especially: a $[X]/LF repair now is a lot less than a $[Y]/SY dig-out in the spring.

I have a few openings in [month] — want me to put you on the calendar for a quick site check?

[Your Name]
[Phone]

Hi [First Name],

Thanks again for the opportunity to work on [property/project]. Glad we could get it done before [season/weather].

Quick favor: if you know anyone — property managers, business owners, neighbors — who's been putting off pavement work, I'd love an intro. We don't do a lot of traditional advertising, so referrals from clients like you are how we grow.

And if you haven't already, a Google review would mean a lot — it helps other property managers find us when they're looking. [Google review link if you have one]

Either way, thanks for trusting us with the work. You know where to find me when it's time for the next phase.

[Your Name]
[Company Name]

Hi [First Name],

I run [Company Name] — we do commercial asphalt paving and maintenance in [city/area]. We work with property managers at [type of properties] in the area, mostly on parking lot resurfacing, crack sealing, and annual maintenance programs.

I'm not sure where [property name] is in its maintenance cycle, but spring is usually the best time to catch winter damage before it spreads. A 15-minute walk with me is usually enough to flag what actually needs attention vs. what can wait.

If it's easier, I can just drive by and give you a quick read on the lot — no obligation. Happy to send a short report you could use for budget planning.

Worth connecting?

[Your Name]
[Phone]

Hi [First Name],

Great — we're locked in on [Project Name].

Here's what happens next:

1. I'll confirm your spot on the schedule within 24 hours — target start date is [date range].
2. We'll reach out [X] days before start to confirm access, parking restrictions, and any last-minute details.
3. On the day we start, my crew lead [Name if known] will check in with you before we begin.

A few things to plan for:
- Keep the area clear of vehicles starting [date/time].
- If you need to restrict access for any reason, let us know in advance.
- We'll mark the area clearly so pedestrians know to avoid freshly paved sections.

Any questions between now and then, you've got my direct number.

[Your Name]
[Phone]