Proposal Writing for B2B Contractors: Win Maintenance and Minor Works
About the Author: Ashley Thomson
I coach growing trades businesses every day. If your business wants more predictable wins from Facilities Managers, Property Managers, Strata Managers, and Tier 2–3 builders, this is a practical, step-by-step playbook showing how to write proposals for maintenance and minor works that get approved faster, protect margins, and reduce rework. No fluff, no theory-heavy lectures, just what works in the field.
Who this guide is for and what you will get
This guide is designed for owner-operators and leaders of electrical, HVAC, plumbing, fire services, and commercial maintenance businesses that sell B2B to the education, healthcare, industrial, retail, and government sectors. You will receive a repeatable seven-part proposal framework, precise wording you can copy, pricing and warranty language that minimises scope creep, a ready-to-use proposal template, and a one-line tracker to manage quotes and follow-ups. Throughout, I will reference B2B marketing for contractors and account-based marketing for trades in ways that help you convert higher-value accounts and secure more wins and tenders.
My opening position as a small business coach
I view proposals as both sales tools and risk management devices. Their main aim is to ease the client’s signing process while shielding your team from avoidable risks. A straightforward proposal accelerates approvals, minimises email negotiations, and positions you as the low-risk, professional choice that Facilities Management teams prefer.
The seven-part framework explained with exact wording
Client Snapshot
Start your proposal with a compact Client Snapshot that names the decision maker and the site. One line that identifies the client, the site and the problem saves time in procurement and shows you understand context.
Example
Client: Westside High School FM.
Site: Building B plant room.
Problem: Repeated HVAC condensate alarms causing classroom disruption.
Executive Summary
Follow the snapshot with an Executive Summary that leads with the result. A two to three-sentence paragraph is enough.
Example
Headline: Restore HVAC reliability and remove nuisance alarms within five business days.
Summary: We will inspect the condensate system, clear identified blockages, replace the trap if required and verify alarm resolution. This paragraph should sell the outcome and the business benefit: reduced downtime and fewer service calls.
Scope of Works
The Scope of Works must be clear and measurable. Use short paragraphs for each task, with each paragraph describing the task, deliverables, and acceptance criteria.
Example paragraph one
Inspect the condensate drain and provide photographic evidence and an inspection checklist signed by the FM.
Example paragraph two
Clear blockage and, where required, supply and install a new 50 mm trap to manufacturer specifications, with a flow test recorded.
Example paragraph three
Test alarm reset and monitoring; the alarm must clear within ten minutes, and a test log will be attached to the job report.
Reference each scope paragraph later in price and exclusions language so nothing is ambiguous.
Pricing and Options
Set Pricing and Options as a single fixed price for the described scope plus clearly priced options. Present the pricing in a table so the FM can quickly copy numbers into procurement documents. Include GST status and the payment term as a single sentence below the table.
Example payment sentence
Payment: Invoice payable within 30 days of issue.
Risk, Safety and Compliance
Include a dedicated Risk, Safety and Compliance section that lists the certifications you will provide and the client responsibilities required before mobilisation.
Example sentence
All works carried out by licenced technicians; site induction required; client to provide electrical isolation and permit to work. State the specific documentation you will provide prior to mobilisation such as licences, SWMS and test certificates.
Timeline and Responsibilities
Under Timeline and Responsibilities, assign realistic dates and the responsibilities each party must meet to keep the schedule.
Example sentences
Mobilise within five business days of authorisation; on-site works one day; report and photos delivered within 48 hours of completion
Name the onsite contacts from both sides and the window of working hours you will operate within.
Acceptance and Next Steps
Close with Acceptance and Next Steps when saying yes is effortless. Offer two acceptance options: return the signed proposal or reply to the email with the PO number and authorising name. Include the quote validity in a single line, such as thirty days, and provide one designated contact for further communication scheduling.
Proposal template you can copy and paste
| Section | One-line example |
| Client snapshot | Westside High School FM; Building B plant room; nuisance condensate alarms |
| Executive summary | Restore HVAC reliability and remove nuisance alarms within five business days |
| Scope of works | Inspect drain; clear blockage; install 50 mm trap if required; test and report |
| Price | $2,450 ex GST; options listed below; invoice payable within 30 days |
| Safety and compliance | Licenced technicians; SWMS and test certificates supplied; client to isolate power |
| Timeline | Mobilise within five business days; complete one day onsite; report within 48 hours |
| Acceptance | Authorise by signed proposal or email PO; quote valid 30 days |
Use this table as a one-page checklist inside your CRM or attached to every email that holds a proposal. It gives procurement and FMs a single-sheet summary they prefer.
Pricing strategy that protects margin and simplifies approvals
Focus on price outcomes instead of hours. Facilities Managers value uptime and certainty more than technician hours. Offer a single fixed price for the agreed scope, and include optional extras listed in one line, such as after-hours attendance and spare parts. Provide a written allowance for unforeseen items and establish a clear approval process for extras. Use a brief warranty clause to highlight the value and prevent scope disputes.
Example warranty sentence
90-day workmanship warranty covering items listed in scope; client to notify defects within seven days of discovery.
Using fixed outcome pricing in your proposal forms the backbone of B2B marketing for contractors because it drives quicker approvals and easier internal sign-off for the FM. For higher-value accounts, convert repeated one-off proposals into a service agreement or retainer that guarantees priority response and predictable billing. This is account-based marketing for trades that rewards loyalty and reduces procurement friction.
Practical wording that reduces back and forth
Replace vague statements with measurable language. Instead of saying many proposals say ‘carry out works as required,’ rewrite to read: Clean the condensate drain to restore the manufacturer-recommended flow of 10 litres per minute, and provide before and after photos along with a signed test checklist. Measurable wording reduces the likelihood of follow-up emails and prevents disputes over completion.
Ask yourself: which three vague phrases appear most often in your current proposals, and how would you rewrite them to be measurable?
Follow up cadence that respects busy Facilities Managers
After sending the proposal, send a one-line summary email reminding the recipient of what the proposal accomplishes and the single action you need from them. If you haven’t received authorisation within three business days, follow up with a brief email offering to clarify the scope or timing. If there’s still no response after a week, make a call and ask which internal decision criteria you can provide. If you need to close the opportunity for planning reasons, send a final reminder before the expiry date. Automate reminders within your CRM so no quote is overlooked. This straightforward, respectful approach enhances conversion rates and supports facilities management marketing by being dependable and low-friction.
Quote tracker for your team
| Date issued | Client | Quote ref | Value ex GST | Status | Decision maker |
| 2025-09-10 | Westside High School | Q-125 | $2,450 | Sent | J. Martin FM |
| 2025-09-12 | Bayside Retail | Q-126 | $1,980 | PO received | R. Singh PM |
Use this tracker to record the date of last contact, next action, and expected close date. Analyse conversion by client type to target your B2B marketing for contractors on the most successful verticals.
Common objections and short scripts you can use
When a client requests a lower price, acknowledge the budget constraint and restate the value: this quote eliminates downtime risk and includes a 90-day warranty. Offer to prioritise essential remedial works now and defer lower-priority items to a follow-up quote. When a client requests more compliance details, commit to attaching licences, SWMS, and test certificates immediately and deliver them before mobilisation. When FMs request a faster turnaround, offer a clear paid after-hours option with a specified price and response time. These concise scripts reduce email chains and expedite the approval process.
Warranty, certification and claims handling made simple
Be clear about the warranty period and the claim process. A single paragraph outlining the warranty duration, covered items, complaint notification timeframe, and exclusions helps prevent misunderstandings and disputes.
Example
A 90-day workmanship warranty covers the items listed in the scope. The client must notify us of any defects within seven days of discovery. It excludes damage caused by unauthorised modifications or pre-existing defects. To make a claim, simply email us; we will respond within two business days and provide an action plan within five business days.
Use proposals as a marketing lever
Every proposal is a marketing touchpoint. Tailor a short, vertical-specific paragraph to the account at the top of the proposal so Facilities Managers see you understand their industry. Convert repeat clients into retainer models for preventive maintenance and price them as a predictable subscription. Track the conversion rate by client type and standardise templates for the highest value verticals. This approach aligns with account-based marketing for trades because it treats high-potential accounts as relationships to be developed, not one-off transactions.
Quick final checklist before you send any proposal
Verify that the client details and PO contact information are accurate. Make sure scope items have clear, measurable acceptance criteria. Verify that pricing aligns with scope lines and that optional extras are clearly listed. Ensure safety and compliance statements are visible. Clarify the timeline and client responsibilities. Confirm that the acceptance method is straightforward and that the contact details are accurate. These six checks significantly decrease approval delays and post-job issues disputes.
Closing from a business coach’s perspective
Writing better proposals is one of the quickest ways to boost conversion rates, secure margins, and grow your maintenance business. Treat proposals as a repeatable process and use the templates and trackers in this guide. If you like, I can help tailor the template to your trade, draft a one-page quick approval proposal for urgent jobs, or create a technician checklist that aligns with each scope paragraph in your standard proposal. Use proposals as part of your B2B marketing for contractors and account-based marketing for trades to attract more long-term, profitable clients
If you want quicker wins and fewer headaches, engage Tenfold Business Coaching. We will audit your current proposal process, deliver customised proposal templates, and implement a quote-to-schedule tracker that actually closes work. Contact Tenfold Business Coaching by email or phone to schedule your strategy session and start turning proposals into predictable revenue.
