Seven messages for the return visit — booking the look, confirming a free fix inside your guarantee, pricing one that isn’t covered, claiming a failed part against its supplier, and naming damage that wasn’t from your work — fill in your details once at the top of this page and every script below rewrites itself.
A callback rarely announces what it is before you’ve looked. These seven scripts cover the exchange end to end: booking the visit without promising anything yet, confirming a free fix once you know it’s covered, pricing a visit that isn’t, claiming a failed part against its own supplier, naming damage that plainly wasn’t from your work, quoting the repair as a fresh job, and invoicing 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, and 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.
Your name and business are shared with the invoice and quote generators and the printables, too; the client, invoice #, amount, and due date stay only here, since they’re specific to this one message. Nothing here is ever sent to us. Anything still in brackets after you fill these in is a per-message blank — 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 Booking the visit first, before promising a free fix or naming a price, gives you a chance to actually 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 explicitly, rather than just quietly doing the work, is what makes “free” read as a promise kept, not 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 Separating a part’s own warranty from your workmanship guarantee stops one quietly 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 Quoting it like any other job, rather than folding it into a vague “I’ll sort it,” 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, in case the client asks why this one isn’t covered.
You still write and send these yourself — BizBinder doesn’t track your guarantee period or decide whether a callback is covered. What it does keep is the original job, its date, and its invoice, so when a callback comes in, you’ve got the record in front of you instead of digging for it.
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