Templates

Finishing a job scripts, for closing out a job before you invoice

Six messages for the moment a job stops and the moment it is signed off. Send the all-done message. Confirm a snag list with a date against each item, and confirm a snag is cleared. Chase a sign-off that has not come. Tell a client the invoice waits for their confirmation. Hand over a job that someone else signs off. Fill in your details once at the top of this page, and every script below updates.

A job is not finished when the work stops. It is finished when the client agrees, in writing, what was done. Most later disputes trace back to a sign-off that never happened. These six scripts cover the moment of finishing. Three close the job: the all-done message, the snag list with dates, and the snag-cleared note. Two deal with silence. One chases a sign-off that went quiet. The other says the invoice waits for confirmation. The last is a handover for a job that someone else signs off.

Fill in your details once at the top of this page, and every script below updates. None of these messages carries a price rise, a callback, or a complaint reply. Those live in their own template packs.

Scripts

Script 01 · The all-done message, same day

Subject: All done, [Client name] — one quick check before I invoice

Hi [Client name], That's everything done: [what you did]. [Anything to keep an eye on / care instructions]. Is there anything you want me to look at before I invoice? If I don't hear otherwise by [date], I'll go ahead and send it. [Your name]

Why it works Ask one plain question on the same day. You get a real answer while the job is fresh. You also get a stated date to invoice against if nothing comes back.

Script 02 · Confirming the snag list, with a date against each item

Subject: The snag list from today, [date] each

Hi [Client name], Confirming what we agreed to sort: [item one, by date], [item two, by date], [item three, by date]. Everything else on the job is done and not part of this list. I'll be back on [date] to clear these and confirm the job's closed. [Your name]

Why it works A date against each item stops “a few small things” from becoming an open-ended list. Both sides check the same items against the same dates.

Script 03 · Confirming a snag is cleared, and the job is closed

Text

Hi [Client name], it's [Your name] — [the snag item] is sorted. That's the list cleared and the job closed on my end. Shout if anything else comes up.

Why it works Close the loop on the exact item you agreed to fix. The job then ends on a confirmed list, not on a fix nobody heard back about.

Script 04 · Chasing a sign-off that has not come

Text

Hi [Client name], it's [Your name] — just checking you got my message about the job being done. Anything you'd like me to look at before I invoice? Let me know by [date] and I'll go ahead.

Why it works One short nudge with a date covers the case where your first message got buried. A second chase after this reads as pressure, not a reminder.

Script 05 · The client will not confirm, and the invoice is waiting

Subject: Invoice [Invoice #] — going ahead on [date]

Hi [Client name], I haven't heard back on whether there's anything to look at before I invoice for [the job], despite asking on [date] and again on [date]. I want to keep things moving, so I'll go ahead and send invoice [Invoice #] for [Amount] on [date] unless I hear from you before then. [Your name]

Why it works A stated deadline turns silence into a decision you can act on. The invoice goes out on schedule. It does not wait for a reply that may never come.

Script 06 · Handover on a job someone else has to sign off

Subject: [Job] complete — sign-off needed from you

Hi [contact name], The work at [site/address] is complete: [what was done]. [Client name] was on site for the walk-round, and I'm sending this to you as the person who signs it off. Can you confirm it's accepted, or flag anything outstanding, by [date]? I'll invoice once I have your confirmation, or on [date] if I don't hear back. [Your name]

Why it works Name who has to sign off, such as a main contractor, a landlord or a letting agent. Then a finished job does not sit in limbo while each person thinks the other is dealing with it.

Questions

Do I need a signature for this to count as sign-off?

No. A reply that confirms the work is done counts as well as a signature. A text back, an email or a spoken yes that you write down all count. What matters is that the agreement exists in writing somewhere. The form it takes does not matter.

How many times should I chase a sign-off before I just invoice?

Once, with a stated deadline, is usually enough. More chasing starts to read as pressure. Send the deadline message. Then invoice on schedule when the date passes.

What if the client and the person who signs off are different people?

Send the handover script to whoever confirms the work, such as a main contractor, a landlord or a letting agent. Say plainly that you need their reply. The person you dealt with on site is not always the person whose sign-off you need.

Do these messages send automatically?

No. BizBinder does not capture a signature, store photos or send a sign-off message for you. You write and send every one of these yourself. BizBinder does let a job carry a “done” status and dated notes. What you agreed at close-out then stays with the job when you invoice it.

Want the record to travel with the job?

You still write and send every message on this page. BizBinder does not capture a signature or store photos from a visit. It does let you mark the job done and write what was agreed in the job’s own dated notes. The record then stays attached to the job when you invoice it.

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