Submitting a bid isn't the end of the process—it's often just the beginning of relationship building. Strategic follow-up can differentiate you from competitors, surface opportunities to improve your position, and build relationships for future work. Here's how to follow up effectively.
Why Follow-Up Matters
Competitive Advantage
What Follow-Up Accomplishes
- Demonstrates continued interest
- Keeps your name in front of decision-makers
- Surfaces concerns you can address
- Opens communication channels
The Reality Most contractors submit and wait. Thoughtful follow-up sets you apart without being pushy.
Relationship Building
Beyond This Bid
- Every bid is a relationship opportunity
- Even losing bids inform future success
- Decision-makers remember professional contractors
- Future opportunities emerge from good impressions
When to Follow Up
Public Project Timeline
After Bid Opening
- Results often public immediately
- Allow 1-2 days for official confirmation
- Follow up on award timeline questions
- Be patient during protest periods
Key Checkpoints
- Bid opening + 1-2 days: Confirm receipt/results
- Award decision point: Inquire about status
- Post-award: Request debrief (win or lose)
Private Project Timeline
Less Transparent Process
- Results not publicly announced
- Longer evaluation periods common
- Multiple rounds possible
- Negotiation may follow
Key Checkpoints
- 3-5 business days post-submission: Confirm receipt
- Stated decision timeline: Inquire professionally
- After decision: Request feedback regardless of outcome
Subcontractor Bid Timeline
Following Up with GCs
- Day of bid: Brief confirmation only
- 2-3 days post-bid: Award status inquiry
- 1 week: Detailed follow-up if no response
- Ongoing: Maintain relationship
Follow-Up Methods
Email Follow-Up
Best For
- Initial receipt confirmation
- Non-urgent status inquiries
- Documented communication
- Allowing flexible response timing
Effective Email Elements
- Clear subject line
- Brief, professional message
- Specific question or purpose
- Easy response opportunity
Template: Receipt Confirmation
Subject: [Project Name] Bid Submission Confirmation
Dear [Name],
I wanted to confirm receipt of our bid for [Project Name]
submitted on [date]. Please let me know if you need any
additional information or clarification.
We appreciate the opportunity to bid this project and
look forward to hearing about next steps.
Best regards,
[Your name]
Phone Follow-Up
Best For
- Urgent questions
- Relationship building
- Complex discussions
- Time-sensitive situations
Phone Etiquette
- Be respectful of their time
- Have specific purpose
- Keep calls brief
- Offer to call back if busy
What to Say "Hi [Name], this is [Your name] from [Company]. I'm following up on our bid for [Project]. Do you have a moment, or should I try you another time?"
In-Person Follow-Up
Best For
- Existing relationships
- Major project pursuits
- Post-decision debriefs
- Relationship maintenance
Approach
- Schedule appointments
- Have clear purpose
- Respect time limits
- Follow up in writing
What to Say
Confirming Receipt
Purpose: Verify bid was received and complete
Message
- Reference project and submission date
- Ask for confirmation of receipt
- Offer to provide any missing items
- Keep brief and professional
Inquiring on Status
Purpose: Understand where things stand
Message
- Express continued interest
- Ask about decision timeline
- Offer availability for questions
- Don't pressure for decision
Addressing Concerns
Purpose: Respond to potential objections
Message
- If you've heard concerns, address them
- Offer clarification or additional information
- Provide references if relevant
- Stay solution-focused
Post-Decision Follow-Up
If You Won
- Express appreciation
- Confirm next steps
- Reinforce commitment to project
- Begin relationship building
If You Lost
- Thank them for consideration
- Request feedback (debrief)
- Ask about future opportunities
- Maintain professional relationship
Follow-Up Frequency
Optimal Timing
Rule of Thumb
- First follow-up: 2-5 business days after submission
- Second follow-up: 1 week after first (if needed)
- Third follow-up: 2 weeks after second (if still no response)
- Then: Periodic check-ins monthly
Signs to Reduce Frequency
- They've communicated clear timeline
- Multiple non-responses
- Request to stop following up
- Decision has been made
Avoiding Over-Follow-Up
Too Much Is
- Multiple contacts per week
- Ignoring stated timelines
- Pushing for decisions
- Becoming a nuisance
Right Amount Is
- Respectful intervals
- Clear purpose each time
- Adding value when possible
- Reading their signals
Getting Feedback
The Debrief Request
Why Debriefs Matter
- Learn what influenced decision
- Understand your competitive position
- Identify improvement opportunities
- Build relationship for future
How to Request
For public projects: "We appreciate the opportunity to bid [Project]. Win or lose, we're always looking to improve. Would you be willing to share any feedback on our bid?"
For private projects: "Thank you for considering us for [Project]. We'd welcome any feedback on our proposal that might help us be more competitive in the future."
Questions to Ask
If You Lost
- Were there specific concerns with our bid?
- How did our pricing compare?
- Were there qualification factors?
- What would have made our bid stronger?
If You Won
- What factors influenced your decision?
- Were there concerns we should address?
- How can we make the project successful?
- What should we focus on?
Handling Feedback
When Feedback Is Critical
- Listen without defending
- Thank them for honesty
- Ask clarifying questions
- Document and act on it
When No Feedback Available
- Respect their constraints
- Don't push excessively
- Analyze internally what you can
- Move forward productively
Special Situations
Following Up After Protests
Approach
- Stay out of protest process
- Don't contact owner during protest
- Wait for resolution
- Resume normal communication after
Following Up with Subcontractors
As a GC Following Up on Sub Bids
- Respect their process
- Be clear about award timeline
- Communicate decisions promptly
- Maintain professional relationships
As a Sub Following Up with GCs
- Be helpful, not pushy
- Offer value (clarifications, etc.)
- Respect that they're busy at bid time
- Build long-term relationships
Long Sales Cycle Projects
For Major Projects
- Regular but not excessive contact
- Provide value with each touch
- Track relationship over time
- Be patient and persistent
Building Long-Term Relationships
Beyond Individual Bids
Relationship Development
- Follow up on projects (even ones you lost)
- Share relevant information
- Congratulate on successes
- Stay professionally connected
Future Opportunity Positioning
- Ask about upcoming projects
- Express interest in specific project types
- Maintain prequalification status
- Be ready when opportunities arise
Professional Networking
Ongoing Connection
- Industry events
- Association involvement
- LinkedIn engagement
- Community activities
Conclusion
Effective follow-up balances persistence with professionalism. The goal is to stay engaged without becoming a nuisance—to demonstrate continued interest while respecting the decision-maker's process and timeline.
Build follow-up into your standard bid process. Every submission deserves a receipt confirmation. Every decision deserves a thank-you and feedback request. Every relationship deserves ongoing attention.
The contractors who follow up thoughtfully win more work—not because of pressure, but because they demonstrate the same professionalism in pursuit that they'll bring to project delivery.
ConstructionBids.ai tracks your bid submissions and award status, making it easy to manage follow-up across multiple opportunities.
