Why a written quote matters
A written quote shows the customer you are professional, gives both sides something to point to if there is a disagreement, and lets the customer compare you fairly with others. It also forces you to think through the job before you commit to a price.
What every quote should include
- Your business name, contact details and the date
- The customer's name and the address where the work will be done
- A clear description of the work, room by room or step by step
- What is included and what is not, for example whether you will remove rubbish or make good decorations
- The materials you will supply, and any the customer must supply
- The price, and whether it includes VAT if you are VAT registered
- An estimated start date and how long the job should take
- How long the quote is valid, commonly 14 to 30 days because prices change
- Payment terms: any deposit, stage payments and when the balance is due
- How extra work is handled, for example agreed in writing before it starts
Fixed price, estimate or day rate?
| Type | What it means | Best for |
|---|---|---|
| Fixed price | One agreed price for a defined job | Clear jobs where you can see the whole scope |
| Estimate | Your best guess, which may change | Jobs where the scope may change, such as hidden problems behind walls |
| Day or hourly rate | The customer pays for the time taken, plus materials | Open-ended repairs and small jobs |
Words that cause trouble
Vague phrases such as "all necessary work" or "as required" invite disagreement. So does leaving materials unclear. Say what you mean, in plain words. If something is outside the quote, say so.
How much detail for different jobs
| Job | Level of detail to put in the quote |
|---|---|
| Small repair (an hour or two) | A line or two: what you will do, the price and whether materials are included. A message can be enough |
| Medium job (a day or two) | A short list of tasks, what is included and not, materials, price, timing, payment |
| Large project (weeks) | Stages, a specification, who supplies what, timings, payment stages, how changes work, and written terms |
Hidden problems: provisional sums
On renovation and repair work you often cannot see what is behind a wall or under a floor. One way to be honest about that is a provisional sum: an amount set aside for something you cannot yet price, clearly labelled, and adjusted to the real cost once you know. For example, "Provisional sum for repairs to the joists if rot is found: £300, adjusted to actual cost." It shows the customer where the uncertainty is instead of hiding it in a high price.
Getting a clear yes
Ask the customer to confirm acceptance in writing, a signed copy or a reply saying "I accept the quote dated [date]". It does not need to be formal, but a record helps both of you. Then confirm the start date in a short message.
A quick pre-send checklist
- Is the address right, and is it the right customer name?
- Does the description say exactly what will and will not be done?
- Are materials, VAT and any extras clear?
- Are start, duration and payment terms there?
- Does the quote have a date and an expiry?
- Have I read it as if I were the customer?
A simple quote template
Copy this and adapt it. Replace the square brackets.
[Business name] | [Phone] | [Email]
Quote for: [Customer name], [Address]
Date: [Date] Valid for: [30 days]
Work to be carried out:
1. [Describe the work]
2. [Describe the work]
Included: [e.g. all materials, removal of waste]
Not included: [e.g. decoration, structural work]
Price: £[amount] [including / excluding] VAT
Start date: [date or week] Estimated time: [x days]
Payment: [deposit if any], balance [on completion / on invoice]
Any extra work will be agreed in writing before it starts.
We hold public liability insurance. [Add only if true.]Sending it fast
Customers often ask several tradespeople and tend to choose the first good quote. A clear quote sent quickly, even a simple PDF or a message with the details, beats a perfect one sent a week later. Follow up politely once, a few days after sending it.
Common questions
Is a quote legally binding?
A quote you give and the customer accepts can form a contract, so be careful what you promise. An estimate is normally a guide that can change. Make clear which one you are giving.
Should I charge for quotes?
Most small jobs are quoted free. For complex work that takes real time, such as design or surveys, some tradespeople charge and deduct the fee if the customer goes ahead. Say so before you start.
What if the job turns out bigger than expected?
Stop, explain what you have found, and agree any change in writing before you carry on.
Do I need to show VAT on a quote?
If you are VAT registered, say whether the price includes VAT. If not, you do not charge it. Check GOV.UK for the current rules.
Should I give a price over the phone?
For a rough guide, say it is a ballpark and not a quote. Send a written quote once you have seen the job.
How long should a quote stay valid?
Commonly 14 to 30 days, because material prices change. Say how long on the quote.
Can I change a quote after the customer accepts?
Only if the scope changes and you both agree in writing. Changing a price you have agreed, without agreement, causes disputes.
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