You ran the audit. You found the problem — a bundled line item hiding $3,000 in markup, an allowance set 40% below market, a change order for work that was already in the contract. Now what? Most homeowners stall right here. They have the evidence but not the words, and the gap between "I see the issue" and "the contractor fixed it" is a conversation that has to be handled precisely.

These scripts are written for email, and that is deliberate. Email creates a paper trail. Phone calls do not — unless you are in a one-party consent state and recording. Send the email first. Follow up by phone if needed. Reference the email in the call so every spoken word ties back to a timestamped document.

Script 1: Requesting a line-item breakdown

Use this when a quote lumps materials and labor into a single number with no split visible.

Subject: Quote #[NUMBER] — Requesting line-item detail

Hi [CONTRACTOR NAME],

Thank you for the proposal dated [DATE]. Before I move forward, I would like to see a breakdown for the following line items that are currently listed as lump sums:

• [LINE ITEM 1] — $[AMOUNT]
• [LINE ITEM 2] — $[AMOUNT]

Specifically, I am looking for the material cost, labor hours and rate, and any markup or overhead applied to each. This will help me compare your proposal with the other bids I am reviewing.

I appreciate the detail and look forward to your response.

Best,
[YOUR NAME]
Why it works: No accusation, no hostility — just a request for information any professional estimator already has on a spreadsheet. The phrase "other bids I am reviewing" signals competition without drawing a line in the sand. And pay attention to who responds: a contractor who refuses to itemize is telling you their margin lives inside that ambiguity.

Script 2: Challenging a specific markup

Use this when the audit flagged a line item priced well above the market range for your area.

Subject: Quote #[NUMBER] — Question on [LINE ITEM]

Hi [CONTRACTOR NAME],

I have been reviewing the proposal and comparing pricing across the bids I received. I noticed that [LINE ITEM] is quoted at $[AMOUNT], which is [PERCENTAGE]% above the range I am seeing from comparable contractors in the area ($[LOW]–$[HIGH]).

Can you help me understand what accounts for the difference? If there is a site condition, material specification, or warranty factor that justifies the premium, I am happy to consider it. Otherwise, I would appreciate a revised figure that is closer to the market range.

Thanks for your time,
[YOUR NAME]
Why it works: You named a specific dollar amount, cited the market range, and gave the contractor two clean exits — justify the premium or revise the number. This is not a "lower your price" email. It is a "show me the receipts" email. Good contractors respect that distinction. The ones who bristle at it were counting on you not asking.

Script 3: Clarifying allowance terms

Use this when the bid contains allowances but says nothing about what happens when your selections come in over or under.

Subject: Quote #[NUMBER] — Allowance credit and overage terms

Hi [CONTRACTOR NAME],

The proposal includes allowances for [CATEGORY 1] ($[AMOUNT]) and [CATEGORY 2] ($[AMOUNT]). Before I sign, I would like to confirm the following in writing:

1. If my final selections come in under the allowance, is the unused balance credited to me on the final invoice?
2. If my selections exceed the allowance, what markup percentage applies to the overage?
3. Does the allowance amount include installation labor, or is labor billed separately?

A quick written confirmation on these points will help me plan my selections. Thank you.

Best,
[YOUR NAME]

Script 4: Responding to a change order

This one matters mid-project, when leverage shifts and timelines tighten. Use it when a change order arrives for work you believe the original contract already covers.

Subject: Change Order #[NUMBER] — Scope clarification needed

Hi [CONTRACTOR NAME],

I received Change Order #[NUMBER] for $[AMOUNT] covering [DESCRIPTION]. Before I approve this, I want to confirm that this work was not already included in the original scope.

Referencing the signed contract dated [DATE], Section [X] describes [RELEVANT SCOPE LANGUAGE]. It appears that [WORK DESCRIBED IN CHANGE ORDER] falls within that description.

Can you clarify what changed from the original scope that requires this additional charge? If there is a site condition or code requirement that was not anticipated, I would like to see documentation of that finding.

I am not refusing the change order. I am asking for the documentation that supports it before I sign.

Thank you,
[YOUR NAME]
Key phrase: "I am not refusing the change order. I am asking for documentation." That single sentence does two things at once: it keeps the conversation professional and it blocks the contractor from framing your diligence as a delay. You are not obstructing. You are reading the contract they wrote.

Script 5: Following up with an insurance adjuster

Insurance claims introduce a third party with their own line-item estimate — and that estimate almost never matches the contractor's bid perfectly. Use this when the gap needs a formal supplement.

Subject: Claim #[NUMBER] — Scope discrepancy between estimate and contractor bid

Hi [ADJUSTER NAME],

I am writing regarding Claim #[NUMBER]. I have received the contractor's bid for the approved repairs and identified [NUMBER] line items where the contractor's scope differs from the approved estimate:

• [ITEM]: Estimate allows $[AMOUNT]; contractor bids $[AMOUNT]
• [ITEM]: Estimate includes [SCOPE]; contractor's bid excludes it

I would like to schedule a supplemental review to align the approved scope with the actual repair requirements. Please let me know your availability or the process for submitting a supplement.

Thank you,
[YOUR NAME]

The two rules behind every script

  1. Always send it in writing first. Email, text, or portal message — anything with a timestamp and a recipient. Verbal agreements are not agreements. They are memories. And memories shift in whichever direction favors the person you are arguing with.
  2. State the fact, ask the question, offer a path forward. Every effective negotiation email follows this three-part structure. The fact is what the audit found. The question is what explains the discrepancy. The path forward is what you are willing to accept. Drop any one of the three and the conversation stalls — or worse, turns adversarial with no exit ramp.

Templates get you started, but the strongest version of any of these emails is one that references the specific line items, dollar amounts, and contract language from your own project. That specificity is what separates a message a contractor skims from one they actually respond to.

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