What to Put on a Job Quote

A quote is a promise in writing: this work, for this price, on these terms. When a job goes wrong, it is usually because the quote said too little. Customers imagined more was included, you imagined less, and the gap arrived as an argument. A good quote is short, specific and easy to say yes to. Here are the parts to include, in the order a customer reads them.

1. Your details and theirs

Put your business name, phone and email at the top, then the customer's name, the job address and the date. Give the quote a number or a short reference so you can find it again when they reply "about the quote from last week". It sounds small, but it also makes the document look like it came from a real business, which helps customers trust it.

2. A one-line summary of the job

Before the detail, say in a sentence what the job is: "Replace the rear fence section along the garden, about 12 feet." Someone skimming should know what they are looking at in two seconds.

3. The scope: exactly what you will do

List the work in plain steps or bullets. Name materials where it matters, such as brand, size or finish, and say who supplies what. Mention preparation and clean-up if you will do them. Be concrete about quantities and locations.

• Vague: "Paint the bedroom."
• Specific: "Paint walls and ceiling of the main bedroom, two coats, customer-chosen colour, move and cover furniture, remove tape and clear drop cloths."

4. What is not included

This is the part people skip and later regret. Write down the things a reasonable person might assume are included but are not: moving heavy items, repairing hidden damage, permits, disposal, work in other rooms. One short list of exclusions can prevent most disputes about "I thought that was covered".

5. The price

Show the total clearly. If it helps the customer understand, split it into labour and materials, or into a few line items, and make sure the lines add up to the total. If part of the cost depends on something you cannot see yet, say so and describe how you will handle it, for example by agreeing a written change before doing extra work. If your area requires tax or other charges on quotes, add them as your local rules require, and check your local rules rather than guessing.

6. Payment terms

Say when and how you want to be paid: a deposit to book, a payment at a milestone, the balance on completion, accepted methods and when an invoice is due. Keep it factual. For longer jobs, see deposit and milestone payments for projects.

7. Timing

Give a realistic start window and an estimated duration, and say what could move it, such as weather or delivery of materials. An estimate is fine as long as it is labelled as one.

8. How long the quote is valid

Prices change. Put an expiry date on the quote, such as "valid for 30 days", so you are not held to a price after your costs move.

9. How to say yes

Make acceptance easy: "Reply to this email with 'accepted', or sign and return this page." One clear action beats three vague ones.

Common mistakes

• A total with no scope, so nobody can check what it covers.
• No exclusions, so every extra becomes a negotiation.
• No expiry date, so a price from months ago comes back to haunt you.
• Burying the next step. If the customer has to guess how to accept, many will simply not reply.
• Promising a firm finish date for work that depends on things outside your control.

Before you send it

1. Read it as if you were the customer. Could you tell what you are getting?
2. Check the numbers add up, and that quantities match the scope.
3. Look for any "obviously included" item that you have not written down.
4. Add the expiry date and the acceptance instruction.
5. Send it the same day as the site visit while the job is fresh in their mind.

If you quote often, keep a template with these sections already in place and fill in only what changes. The pack below is built that way, and you can edit it to match your trade and your wording. Check your local rules for any statements your area requires on written estimates.

General information to help you plan, not legal, tax or financial advice. Rules differ by place and trade, so check your local rules before you rely on any template or wording.