Use this when you want regular or repair work on residential blocks: common area cleaning, gardens and grounds, painting, gutters, repairs to common property. Send it to a named strata manager whose portfolio covers your area, at the address their firm publishes, rather than the general inbox. In Queensland they're body corporate managers, and in Victoria owners corporation managers; use the word the firm uses.
The email doesn't ask the manager to change contractors. It offers a quote the committee can follow, which is what a manager needs when owners want a comparison. Have your insurance, licence and safety documents ready before you send, because that is the first thing they'll ask for. More on how strata work is decided is on the strata managers page, and the rules for a first email are in the cold email legal guide.
The template
Hi [First name], I’m [Your name] from [Business name]. We do [Service] for residential blocks around [Suburb]. [Nearby proof] I’m not asking you to change anyone. But if a committee needs a second quote, or a current contractor lets you down, I’d be glad to put together a quote in plain English that owners can compare. [Report line] Would it help if I sent our insurance and safety documents so you have them on file? Thanks, [Your name] [Business name], ABN [ABN] [Phone] If you’d rather not hear from me, reply ’unsubscribe’ and I’ll take you off my list.
What to put in each part
| Part | What to put there |
|---|---|
| [Service] | The one service you want to quote on, in the manager’s words: common area cleaning, garden maintenance, gutter cleaning. |
| [Suburb] | A suburb where the firm manages buildings. Many firms list the areas or buildings they cover. |
| [First name] | The strata manager whose portfolio includes that suburb, such as Priya. |
| [Your name] | Your first name. |
| [Business name] | Your registered business or trading name. |
| [Nearby proof] | One true sentence showing you already work close by, such as ’We already look after two complexes in Kedron.’ Delete it if you don’t yet. |
| [Report line] | What you send after each visit, such as ’We send a short photo report after each service, so you can answer the committee without a site visit.’ |
| [ABN] | Your ABN, so the email clearly identifies your business. |
| [Phone] | A mobile you answer. |
Filled in, for a made-up business
Hi Lauren, I’m Tom from Coastline Grounds Care. We do garden and grounds maintenance for residential blocks around Southport and Labrador. We already look after two complexes near the Broadwater. I’m not asking you to change anyone. But if a committee needs a second quote, or a current contractor lets you down, I’d be glad to put together a quote in plain English that owners can compare. We send a short photo report after each visit, so you can answer the committee without driving out. Would it help if I sent our insurance and safety documents so you have them on file? Thanks, Tom Coastline Grounds Care, ABN 00 000 000 000 0400 000 000 If you’d rather not hear from me, reply ’unsubscribe’ and I’ll take you off my list.
Tips
Pick one manager, not the whole firm
Each manager runs their own portfolio. Write to the one whose buildings you drive past, and a colleague may get forwarded your email later.
Write your quote for the owners
The committee reads it, not just the manager. Plain scope, clear price, and what’s included and what isn’t.
Ask about their compliance system
Some firms only use contractors registered on a platform such as Cm3. Ask whether it’s required and what it costs before you sign up.
Expect to be the second quote
Losing a quote is normal. A fast, tidy quote is what a manager remembers when a regular spot opens.
Mistakes to avoid
Criticising the current contractor
The manager chose them. Running them down makes the manager look bad in front of their committee, and you look like trouble.
Offering the manager a commission
In NSW a strata managing agent must disclose commissions to the owners, and anywhere it can look like a kickback. It can cost you the panel.
Quoting in trade shorthand
If owners can’t follow your quote at a meeting, the clearer one wins, even when it’s dearer.