Seven messages for the return visit. Book the look, confirm a free fix inside your guarantee, and price one that is not covered. Claim a failed part against its supplier, and name damage that your work did not cause. Fill in your details once at the top of this page, and every script below updates.
A callback rarely says what it is before you look. These seven scripts cover the whole exchange. One books the visit without promising anything yet. One confirms a free fix once you know it is covered. One prices a visit that is not covered. One claims a failed part against its own supplier. One names damage that your work did not cause. One quotes the repair as a fresh job. The last invoices a chargeable visit against the job it belongs to.
Fill in your name, your business, and the client’s name once at the top of this page. Every script below updates to match. None of these commit you to anything on their own. Go and look first, every time, before you send any of them.
The invoice and quote generators and the printables share your name and business. The client, invoice #, amount, and due date stay in these template pages only. The generators and printables do not get them. Both sets stay on this device. We never receive anything you type here. Text still in brackets after you fill in the fields is a blank for each message. Fill it in as you send. See or clear all your saved details on the free tools page.
Hi [Client name], thanks for letting me know — I’ll come and take a look before we decide anything. Are you free [day/time]?
Why it works Book the visit first. Do not promise a free fix or name a price yet. That gives you a chance to see the problem before you commit to either.
Subject: On the issue at your place
Hi [Client name], I’ve had a look, and this is inside the guarantee on the original work — no charge for the visit or the fix. I’ll [what you’re doing to sort it] on [date]. [Your name]
Why it works Naming the guarantee makes “free” read as a promise kept. Without it, the free fix looks like a favor.
Subject: What I found, and what it needs
Hi [Client name], I’ve had a look. This one’s outside what the original guarantee covers — [wear and tear, or the actual reason]. Happy to sort it, priced as a new job: [Amount] for [what’s involved]. [Your name]
Why it works Naming the specific reason, not just “not covered,” gives the client something concrete to weigh instead of a flat no.
Subject: The part that failed at your place
Hi [Client name], The issue is the part itself, not the work fitting it — I’m claiming it against [supplier/manufacturer] under their own warranty rather than covering it under mine. That can take [rough timeframe]. I’ll keep you posted. [Your name]
Why it works A part’s own warranty and your workmanship guarantee are separate. Keeping them apart stops one turning into an unpaid claim on the other.
Subject: What I found on today’s visit
Hi [Client name], I’ve had a look, and this isn’t from the original work — [what you actually found, plainly]. Happy to quote fixing it as a separate job if you’d like it sorted: [Amount]. [Your name]
Why it works Stating plainly what you found, rather than just denying responsibility, gives the client a reason they can check for themselves.
Subject: Quote for the repair
Hi [Client name], Here’s the quote for sorting [issue]: [Amount], covering [what’s included]. This is separate from the original job, since it’s outside the guarantee — let me know if you’d like me to go ahead. [Your name]
Why it works Quote it like any other job. Do not fold it into a vague “I’ll sort it”. That keeps the price and the guarantee both honest.
Subject: Invoice [Invoice #] for the return visit
Hi [Client name], Invoice [Invoice #] is attached for the return visit — [Amount], referencing the original job it follows on. Due [Due date]. [Your name]
Why it works Referencing the original job on the callback invoice keeps the two connected. Then you have an answer if the client asks why this one isn’t covered.
You still write and send these yourself. BizBinder does not track your guarantee period or decide whether a callback is covered. The client page lists that client’s jobs and invoices with their dates. When a callback comes in, open the client page. The original job and its invoice are there, so you do not need to dig for them.
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