1. What a job quote is
A quote is a written offer to carry out defined work for a stated price. It gives both sides a common description of the job before work begins.
It should be detailed enough that the customer can understand what they are accepting and you can later check the job against the agreed scope.
2. Quote or estimate?
A quote normally offers a price for a reasonably well-understood scope. An estimate is an informed approximation when important details are still uncertain. The practical and legal effect can depend on the wording and circumstances.
- Use a quote when you can inspect and describe the work with reasonable confidence.
- Use an estimate carefully when unknown conditions could materially change the work.
- Read the dedicated quote-versus-estimate guide before choosing the label.
3. Understand the scope before pricing
Ask what result the customer wants, inspect what is accessible and identify assumptions. If you cannot see part of the problem, say so rather than quietly pricing as if there is no uncertainty.
- Where will the work happen?
- What is included and specifically excluded?
- Who supplies materials or access?
- Could another visit or specialist assessment be needed?
4. Break the work into useful line items
Line items make a price easier to explain and check. Group the work in a way the customer can understand rather than exposing every internal calculation.
A line might describe a stage of labour, a material group, a call-out or another agreed charge. Use quantities where they genuinely clarify the price.
5. Include labour, materials and relevant costs
Build the price from the costs and time needed to deliver the agreed result. Allow for relevant travel, waste, hire or subcontracted work where those form part of your price.
Handle VAT according to your registration status and current HMRC rules. Do not add VAT merely because a quote template contains a tax field; check the position that applies to your business.
6. Describe inclusions, dates and terms
State the work covered, meaningful exclusions and any assumptions. Include how long the quote remains open, expected timing where known, payment terms and how changes will be agreed.
Avoid promising a start or completion date you cannot support. A clear range or dependency is more useful than false precision.
7. Check customer and business details
Confirm the customer name, job address and contact details. Show the business identity and contact information the customer needs to recognise and respond to the quote.
8. Send and retain the quote
Send a readable copy and keep the version the customer received. If the scope changes, issue or record the revised agreement rather than relying on memory.
After acceptance, schedule the work and preserve the accepted quote so the invoice can reflect the agreed line items.
9. Practical quote checklist
Practical checklist
- Customer name, contact details and job address are correct
- Scope is specific enough to understand
- Useful line items, quantities and prices are checked
- VAT or tax treatment has been handled appropriately
- Inclusions, exclusions and assumptions are clear
- Validity, timing and payment terms are stated
- Total and arithmetic have been checked
- A copy of the sent and accepted quote will be retained