The construction business runs on clear communication. Before any project begins, a letter of intent sets the stage for what’s to come. This document tells everyone what will happen, when it will happen, and who will do the work.
A well-written letter of intent can make the difference between a smooth project and one filled with problems. The samples here show how to write these letters for different situations you might face in your construction career. Keep reading to see how you can use these templates to help your business grow.
Sample Letters of Intent for Construction
These letters will help you communicate your plans clearly and professionally in various construction scenarios.
1. General Contractor to Client Letter of Intent
[Date]
[Client Name] [Client Address] [City, State ZIP]
Subject: Letter of Intent – [Project Name] Construction Project
Dear [Client Name],
This letter confirms our intent to provide general contracting services for your [Project Name] located at [Project Address]. Based on our discussions and the project documents provided, we propose to complete all specified work for the estimated sum of $[Amount].
Our services will include:
- Complete project management
- Hiring and managing all subcontractors
- Obtaining necessary permits
- Following all building codes and regulations
- Completing the project by [Expected Completion Date]
We have reviewed the project plans dated [Date] and understand the scope includes [brief description of major elements of work]. This letter serves as our commitment to begin work once a formal contract is signed.
The next steps include finalizing contract terms, establishing a payment schedule, and setting a project timeline. We look forward to working with you on this project.
If you accept these terms, please sign below and return a copy to our office by [Date]. Upon receipt, we will prepare a detailed contract for your review.
Thank you for considering [Your Company Name] for your construction needs.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
2. Subcontractor to General Contractor Letter of Intent
[Date]
[General Contractor Name] [Company Name] [Company Address] [City, State ZIP]
Subject: Letter of Intent for [Specific Trade] Services – [Project Name]
Dear [General Contractor Name],
This letter expresses our intent to provide [specific trade] services for the [Project Name] located at [Project Address]. After reviewing the project specifications and visiting the site on [Date], we are prepared to perform all required [specific trade] work for the sum of $[Amount].
The scope of our work will include:
- [List specific aspects of work]
- Providing all necessary materials and equipment
- Adhering to the project schedule provided
- Meeting all quality standards as specified
- Completing our portion by [Expected Completion Date]
Our team has [X] years of experience in similar projects and holds all required licenses and insurance. We understand this project requires [any special requirements or certifications] and confirm we meet these standards.
This letter represents our commitment to enter into a formal subcontract agreement. We understand that final terms will be negotiated upon your acceptance.
Please indicate your acceptance by signing below and returning a copy by [Date]. We will then work with you to finalize the subcontract agreement.
We appreciate the opportunity to work with [General Contractor Company] on this project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Acceptance:
Signature
Date
3. Design-Build Firm Letter of Intent
[Date]
[Client Name] [Client Address] [City, State ZIP]
Subject: Letter of Intent – Design-Build Services for [Project Name]
Dear [Client Name],
This letter confirms our intention to provide comprehensive design-build services for your [Project Name] at [Project Address]. Based on our meetings and the project requirements you shared, we propose to handle both design and construction for a total project cost of $[Amount].
Our design-build services will include:
- Architectural and engineering design
- Construction management
- Materials procurement
- Quality control oversight
- Project completion by [Expected Completion Date]
We have assembled a team of [list key professionals] who will work together from concept to completion. This integrated approach will ensure seamless coordination between design and construction phases.
The preliminary design concept we discussed includes [brief description of design elements]. We understand your priorities are [client priorities] and will focus on these throughout the project.
This letter serves as our commitment to begin the design phase upon receipt of a signed agreement and initial payment of $[Amount]. We will develop a detailed contract outlining milestone payments, change order procedures, and specific deliverables.
Please sign below to indicate your acceptance of these terms. Once received, we will schedule a kickoff meeting to begin the design process.
Thank you for considering [Your Company Name] for your design-build needs.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
4. Renovation Contractor Letter of Intent
[Date]
[Homeowner Name] [Homeowner Address] [City, State ZIP]
Subject: Letter of Intent – [Home Address] Renovation Project
Dear [Homeowner Name],
This letter confirms our intent to provide renovation services for your home at [Home Address]. After our walkthrough on [Date] and reviewing your requirements, we propose to complete the renovation for $[Amount].
The renovation will include:
- [List specific renovation areas – kitchen, bathroom, etc.]
- Removal of existing [specific elements]
- Installation of new [specific elements]
- All necessary electrical and plumbing updates
- Completion within [Number] weeks from start date
Based on our discussions, we understand you want to [specific client goals for the renovation]. Our team specializes in similar projects and will work to achieve your vision while minimizing disruption to your daily life.
This letter represents our commitment to enter into a formal contract. Upon your acceptance, we will prepare detailed specifications, a firm timeline, and payment schedule for your review.
We require an initial deposit of $[Amount] to secure your place in our schedule, with the balance paid according to the payment schedule in the formal contract.
Please sign below to indicate your acceptance and return by [Date]. We look forward to transforming your home.
Thank you for choosing [Your Company Name] for your renovation project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Homeowner Acceptance:
Signature
Date
5. Commercial Construction Letter of Intent
[Date]
[Client Company Name] [Attention: Decision Maker Name] [Company Address] [City, State ZIP]
Subject: Letter of Intent – [Commercial Project Name] Construction
Dear [Decision Maker Name],
This letter confirms [Your Company Name]’s intent to serve as the general contractor for the construction of your [Commercial Project Type] at [Project Address]. Following our meetings and review of the architectural plans dated [Date], we propose to complete this commercial project for $[Amount].
Our services for this commercial construction project will include:
- Site preparation and foundation work
- Structural construction according to approved plans
- All mechanical, electrical, and plumbing systems
- Interior finishes per specifications
- Site improvements and landscaping
- Project completion by [Expected Completion Date]
We understand the importance of minimizing business disruption and will implement a phased construction approach that allows for [specific accommodation]. Our team has completed [Number] similar commercial projects in the past [Number] years.
This letter represents our commitment to enter into a formal construction contract. Upon your acceptance, we will prepare a detailed agreement including construction timeline, payment schedule, change order procedures, and warranty information.
We require a retainer of $[Amount] to begin the permitting process, with progress payments as outlined in the forthcoming contract.
Please sign below to indicate your acceptance and return by [Date]. We look forward to delivering a commercial space that meets your business needs.
Thank you for selecting [Your Company Name] for this commercial project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Authorized Signature:
Signature
Date
6. Residential New Build Letter of Intent
[Date]
[Client Name(s)] [Current Address] [City, State ZIP]
Subject: Letter of Intent – Custom Home Construction at [Lot Address]
Dear [Client Name(s)],
This letter confirms our intent to build your custom home at [Lot Address]. Based on the architectural plans provided by [Architect Name] dated [Date] and our discussions about your vision, we propose to construct your new home for $[Amount].
The scope of construction will include:
- Site preparation and foundation
- Framing and structural elements
- All exterior finishes including roofing and siding
- Complete interior construction including all finishes
- Installation of all specified fixtures and appliances
- Landscaping per plan
- Estimated completion within [Number] months
We understand this home represents a significant investment for your family and will incorporate the custom features we discussed, including [list 2-3 key custom elements]. Our team specializes in high-quality residential construction and will provide weekly progress updates throughout the project.
This letter represents our commitment to enter into a formal construction contract. Upon your acceptance, we will prepare a detailed building agreement including specifications, allowances for selections, construction schedule, and payment terms.
A deposit of $[Amount] is required to secure your place in our building schedule, with progress payments tied to construction milestones as detailed in the forthcoming contract.
Please sign below to indicate your acceptance and return by [Date]. We look forward to building your dream home.
Thank you for trusting [Your Company Name] with this important project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
7. Infrastructure Project Letter of Intent
[Date]
[Government Entity/Agency Name] [Attention: Project Manager] [Address] [City, State ZIP]
Subject: Letter of Intent – [Infrastructure Project Name]
Dear [Project Manager Name],
This letter confirms [Your Company Name]’s intent to serve as the primary contractor for the [Infrastructure Project Name] as outlined in RFP #[Number]. After thoroughly reviewing the project requirements and specifications, we propose to complete this infrastructure project for $[Amount].
Our infrastructure construction services will include:
- [Specific infrastructure components – roads, bridges, utilities, etc.]
- Meeting all engineering specifications per plans dated [Date]
- Implementation of traffic management plan during construction
- Environmental protection measures as specified
- Project completion by [Expected Completion Date]
Our company has successfully completed [Number] similar infrastructure projects for [list relevant agencies] over the past [Number] years. We understand the public nature of this project and will maintain open communication with stakeholders throughout construction.
This letter represents our commitment to enter into a formal contract per your agency’s requirements. We understand this project is subject to [any specific government requirements or regulations] and confirm our compliance with these standards.
We acknowledge that final contract award is contingent upon [any conditions specified in the RFP]. Upon your acceptance of this letter of intent, we will provide all required bonds, insurance certificates, and additional documentation.
Please indicate your acceptance by signing below and returning by [Date]. We look forward to contributing to the improvement of public infrastructure in [Location].
Thank you for considering [Your Company Name] for this important public works project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Agency Acceptance:
Signature
Date
8. Specialized Trade Contractor Letter of Intent
[Date]
[General Contractor Name] [Company Name] [Company Address] [City, State ZIP]
Subject: Letter of Intent – [Specialized Trade] Services for [Project Name]
Dear [General Contractor Name],
This letter expresses our intent to provide specialized [Trade Type] services for the [Project Name] located at [Project Address]. After reviewing the project specifications dated [Date], we propose to complete all [Trade Type] work for $[Amount].
Our specialized services will include:
- [List specific specialized services]
- Providing all specialized equipment and materials
- Coordination with other trades as needed
- Compliance with all relevant codes and standards
- Completion of our scope by [Expected Completion Date]
Our team possesses [specific certifications or qualifications] required for this specialized work. We have completed similar installations for [mention notable projects] and can provide references upon request.
We understand this project requires [any special considerations] and have factored these requirements into our proposal. Our work comes with a [length] warranty on both materials and labor.
This letter represents our commitment to enter into a formal subcontract agreement. We understand that final terms will be negotiated upon your acceptance.
Please indicate your acceptance by signing below and returning a copy by [Date]. We will then work with your team to finalize the subcontract agreement and coordination details.
We look forward to contributing our specialized expertise to the success of [Project Name].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Acceptance:
Signature
Date
9. Sustainable/Green Building Letter of Intent
[Date]
[Client Name] [Client Address] [City, State ZIP]
Subject: Letter of Intent – [Green Building Project Name]
Dear [Client Name],
This letter confirms our intent to serve as the general contractor for your sustainable building project at [Project Address]. Based on the green building specifications developed by [Architect/Designer] and our discussions about your sustainability goals, we propose to complete this project for $[Amount].
Our sustainable construction services will include:
- Implementation of all specified green building features
- Sourcing sustainable and low-impact materials
- Energy-efficient systems installation
- Water conservation measures
- Waste reduction and recycling during construction
- Documentation for [LEED/other certification] submission
- Project completion by [Expected Completion Date]
Our team has completed [Number] certified green buildings and understands the documentation and attention to detail required. We will work closely with your design team to ensure all sustainability goals are met while maintaining budget parameters.
We understand your priorities include [specific green building goals] and have developed strategies to achieve these outcomes. Our proposal includes a [percentage]% contingency specifically for sustainable building elements.
This letter represents our commitment to enter into a formal contract. Upon your acceptance, we will prepare a detailed agreement outlining sustainability benchmarks, material specifications, construction timeline, and payment schedule.
Please sign below to indicate your acceptance and return by [Date]. We look forward to creating a building that meets your needs while minimizing environmental impact.
Thank you for choosing [Your Company Name] for your sustainable construction project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
10. Historic Renovation Letter of Intent
[Date]
[Property Owner/Organization Name] [Address] [City, State ZIP]
Subject: Letter of Intent – Historic Renovation of [Property Name]
Dear [Property Owner Name],
This letter confirms our intent to provide specialized historic renovation services for [Property Name] located at [Property Address]. After our site assessment on [Date] and review of the historic documentation, we propose to complete the renovation for $[Amount].
Our historic renovation services will include:
- Preservation of identified historic elements
- Restoration of [specific architectural features]
- Careful integration of modern systems
- Compliance with all historic preservation requirements
- Documentation of the restoration process
- Project completion by [Expected Completion Date]
Our team includes craftspeople specifically trained in historic restoration techniques. We have successfully completed [Number] historic renovations, including [mention notable projects] and understand the balance between preserving historic integrity and meeting modern needs.
We have coordinated with [relevant historic preservation authority] and understand all requirements for this property, including [specific preservation guidelines]. Our approach prioritizes retention of original materials wherever possible.
This letter represents our commitment to enter into a formal renovation contract. Upon your acceptance, we will prepare detailed specifications addressing both preservation and renovation aspects, along with a timeline and payment schedule.
Please sign below to indicate your acceptance and return by [Date]. We look forward to restoring this historic property while honoring its architectural heritage.
Thank you for considering [Your Company Name] for this important historic preservation project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Owner Acceptance:
Signature
Date
11. Joint Venture Construction Letter of Intent
[Date]
[Partner Company Name] [Attention: Partner Company Executive] [Company Address] [City, State ZIP]
Subject: Letter of Intent – Joint Venture for [Project Name]
Dear [Partner Executive Name],
This letter expresses our intent to form a joint venture with [Partner Company Name] for the purpose of bidding on and executing the [Project Name] located at [Project Address]. After our productive discussions, we believe our companies can combine strengths to deliver exceptional results on this $[Amount] project.
The proposed joint venture structure includes:
- [Your Company Name]: Providing [specific expertise/resources]
- [Partner Company Name]: Providing [specific expertise/resources]
- Profit sharing ratio of [Your %]:[Partner %]
- Joint management structure with representatives from both firms
- Shared liability according to participation percentage
- Joint venture duration through project completion plus warranty period
We believe this collaboration leverages the complementary strengths of our firms. Your expertise in [Partner strength] combined with our experience in [Your strength] creates a competitive advantage for this specific project.
This letter represents our commitment to develop a formal joint venture agreement. Upon mutual acceptance, legal teams from both companies will draft a comprehensive agreement covering all operational, financial, and legal aspects of our partnership.
Please sign below to indicate your acceptance of these preliminary terms and return by [Date]. We look forward to a successful collaboration on [Project Name].
Thank you for considering this joint venture opportunity with [Your Company Name].
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Partner Acceptance:
Signature
Date
12. Fast-Track Construction Letter of Intent
[Date]
[Client Name] [Client Company] [Client Address] [City, State ZIP]
Subject: Letter of Intent – Fast-Track Construction of [Project Name]
Dear [Client Name],
This letter confirms our intent to provide fast-track construction services for your [Project Type] at [Project Address]. Based on our understanding of your urgent timeline requirements, we propose to complete this project for $[Amount] using an accelerated construction approach.
Our fast-track construction services will include:
- Overlapping design and construction phases
- Early procurement of long-lead items
- Extended work hours as permitted by local regulations
- Increased staffing levels to meet accelerated schedule
- Weekly coordination meetings to maintain progress
- Phased completion with first areas ready by [Early Date]
- Final completion by [Final Date]
Our team has successfully delivered [Number] fast-track projects within the past [Number] years. We understand the critical nature of your timeline due to [specific reason for urgency] and have developed strategies to meet your occupancy goals.
The fast-track approach requires close collaboration and quick decision-making. We propose twice-weekly coordination meetings and a 24-hour response time for all critical path decisions.
This letter represents our commitment to enter into a formal contract with fast-track provisions. Upon your acceptance, we will prepare a detailed agreement outlining decision milestones, contingency allowances, and the payment schedule designed for fast-track delivery.
Please sign below to indicate your acceptance and return by [Date]. We are prepared to begin mobilization immediately upon contract signing.
Thank you for selecting [Your Company Name] for your time-sensitive project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
13. Tenant Improvement Letter of Intent
[Date]
[Client Name] [Client Company] [Current Address] [City, State ZIP]
Subject: Letter of Intent – Tenant Improvements at [Leased Space Address]
Dear [Client Name],
This letter confirms our intent to provide tenant improvement construction services for your leased space at [Leased Space Address]. Based on the space plans developed by [Designer/Architect] dated [Date] and our site visit, we propose to complete these improvements for $[Amount].
Our tenant improvement services will include:
- Demolition of existing elements as specified
- Construction of new walls and partitions
- Installation of doors, hardware, and finishes
- Modifications to mechanical, electrical, and plumbing systems
- Custom elements including [specific custom features]
- Coordination with building management
- Completion by [Expected Completion Date]
We understand your business needs to occupy this space by [Target Date] and have planned our construction schedule accordingly. Our team has completed similar tenant improvements for [mention notable clients] and understands how to work efficiently within occupied buildings.
We have reviewed the building’s tenant improvement guidelines and confirm our work will comply with all landlord requirements. We will coordinate with building management for after-hours work and service interruptions as needed.
This letter represents our commitment to enter into a formal contract. Upon your acceptance, we will prepare a detailed agreement including specifications, construction schedule, and payment terms.
Please sign below to indicate your acceptance and return by [Date]. We look forward to transforming this space to meet your business needs.
Thank you for choosing [Your Company Name] for your tenant improvement project.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
14. Construction Management Letter of Intent
[Date]
[Client Name] [Client Company/Organization] [Address] [City, State ZIP]
Subject: Letter of Intent – Construction Management Services for [Project Name]
Dear [Client Name],
This letter confirms our intent to provide construction management services for your [Project Name] located at [Project Address]. Based on our understanding of your project requirements and goals, we propose to manage this construction project for a fee of $[Amount] or [Percentage]% of total construction costs.
Our construction management services will include:
- Pre-construction planning and budgeting
- Contractor selection and bidding assistance
- Schedule development and maintenance
- Quality control oversight
- Cost control and change order management
- Regular project reporting and documentation
- Services continuing through project completion estimated for [Date]
As your construction manager, we will represent your interests throughout the construction process. Our team has managed over $[Amount] in similar construction projects over the past [Number] years and brings this experience to your project.
We understand your priorities include [specific client goals] and will focus on these objectives throughout the project. Our management approach emphasizes transparency, cost control, and proactive problem-solving.
This letter represents our commitment to enter into a formal construction management agreement. Upon your acceptance, we will prepare a detailed contract outlining specific services, reporting procedures, and fee structure.
Please sign below to indicate your acceptance and return by [Date]. We look forward to successfully managing your construction project from start to finish.
Thank you for considering [Your Company Name] for your construction management needs.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Client Acceptance:
Signature
Date
15. Small Project/Handyman Services Letter of Intent
[Date]
[Client Name] [Client Address] [City, State ZIP]
Subject: Letter of Intent – [Brief Project Description] at [Property Address]
Dear [Client Name],
This letter confirms my intent to provide handyman/small project services for your property at [Property Address]. After assessing the work needed on [Date], I propose to complete the requested repairs and improvements for $[Amount].
The scope of work will include:
- [List specific repairs/improvements]
- Providing all necessary materials and tools
- Cleaning up after work completion
- Completing all tasks by [Expected Completion Date]
Based on our discussion, I understand your main concerns are [specific client priorities]. As an experienced handyman with [Number] years of experience, I can address these issues efficiently while maintaining quality workmanship.
This letter represents my commitment to perform the work as described. I require a deposit of $[Amount] to purchase materials, with the balance due upon satisfactory completion of all tasks.
My work comes with a [length] warranty on labor. Should any issues arise with the repairs during this period, I will return to address them at no additional cost.
Please sign below to indicate your acceptance and return by [Date]. Once received, I will contact you to schedule a start date that works with your schedule.
Thank you for choosing my services for your property maintenance needs.
Sincerely,
[Your Name]
[Your License Number (if applicable)]
[Your Contact Information]
Client Acceptance:
Signature
Date
Wrap-up: Sample Letters for Construction Projects
The right letter of intent sets clear expectations and builds trust between all parties. These samples give you a starting point for creating your own letters that match your specific construction situation.
Take time to customize each letter to fit your exact project details. A good letter of intent helps avoid misunderstandings and gets your construction project off to a strong start.
By using these samples as guides, you can create professional letters that show your commitment to quality work and clear communication on every project you take on.