How to Write a Letter of Offer for Construction Work

Once your quote has been accepted, a Letter of Offer helps confirm the job, protect your business and create a clear starting point. It’s a short, formal document that outlines what’s been agreed and invites the client to move forward.

At CBM, we’ve built Letter of Offer templates that help construction and trade businesses lock in jobs quickly while looking professional and staying protected. This guide walks you through how to write one and what to include.

What is a Letter of Offer?

A Letter of Offer is used to confirm a job, based on previously accepted pricing or discussions. It’s especially useful when:

You’re starting work based on a quote
You want to document agreement before drawing up a contract
You’re dealing with returning clients or smaller jobs
A formal agreement is expected before any work begins

It outlines key details, confirms terms and provides a place for the client to accept or sign off.

business.gov.au provides helpful guidance on business agreements and their legal importance.

What to Include in a Letter of Offer

Our CBM Letter of Offer Template includes the essential sections you need. Here’s what to include in yours.

Project and Client Details

Include the job name, client name, project address and the date of issue.

Job Summary

Write a brief statement confirming what work will be carried out. You can reference an accepted quote number or scope of work.

Example:
We are pleased to confirm our intention to proceed with the concrete driveway installation at 25 Example Street as per Quote #302 dated 1 April 2024.

Total Price and Payment Terms

Restate the agreed cost. Confirm if GST is included and whether payment will be upfront, by milestone or on completion.

Start and End Dates

List the expected commencement and completion timeframe. If it’s flexible or weather-dependent, say so clearly.

Inclusions or Assumptions

You can list anything important that supports clarity, like site access expectations or working hours.

Acceptance Area

Leave space for the client to accept the offer via signature or written confirmation. You can also allow email confirmation depending on your process.

Writing and Design Tips

Keep It Short and Clear

Letters of Offer are meant to confirm, not resell. Stay factual and clear. Use formatting and spacing so the key points are easy to spot.

Stay On Brand

This is still a client-facing document. Keep your logo, colours, fonts and tone consistent with your other materials. Our template matches the full CBM suite.

Make Approval Easy

Make it clear how the client should respond. You can add a signature field or include wording like:
“To proceed, please reply to this email with written confirmation or return a signed copy.”

Editable File Formats

You can edit your Letter of Offer using:

✅ Canva
✅ PowerPoint
✅ Google Slides
✅ Adobe InDesign
✅ Figma

Each version is fully customisable, exportable to PDF and ready to send.

Common Mistakes to Avoid

Leaving out project or price details
Forgetting payment terms or dates
Using confusing formatting or language
Not giving the client a clear way to accept the offer

A good Letter of Offer builds confidence and shows you’re ready to get started. It also creates a helpful paper trail if questions arise later.

Why Letters of Offer Are Useful in Construction

You might not need a full contract for every job, but you still want clarity. A Letter of Offer helps confirm scope and protect your business without slowing things down.

It’s also a helpful tool when quoting through text, phone or casual email. It shows you're professional and gets things in writing without friction.

Ready to Create Yours?

Our CBM Letter of Offer Template helps you confirm work quickly while staying professional.

You’ll get:

✅ A clean, professional layout
✅ Editable files in Canva, PowerPoint, Google Slides, InDesign and Figma
✅ Structured sections for pricing, timelines, inclusions and sign-off
✅ Consistent branding with your other CBM documents

👉 Download the Letter of Offer template and send confident, client-ready offers in minutes.

Want Help Filling It Out?

You can also use our Brand Voice Assistant GPT to make sure your message stays consistent.

👉 Use the Brand Voice Assistant GPT

Free to use. Ready when you are.

How to Write a Letter of Offer: Tips + Tricks