How to write a quote that wins the job and avoids arguments

A quote is two things at once: a sales document and an agreement. Written well, it helps you win the work and protects you when the job changes. Written badly, it's the start of an argument. Here's how to get it right.

Be clear which it is

Customers hear "£1,800" as a promise. If you mean it as a guess, say so. A quote is a price you'll stand behind. An estimate is your best judgement and might move. Label it, and if there's a good reason it might change, say what that is.

What to include

• Your details and the customer's. Names, addresses, contact details.
• A quote number and the date. It makes it easy to refer to later.
• A description of the work. Specific enough that both sides can picture it.
• What's included, and what isn't. This is the part that prevents most arguments.
• The price. A total, or an hourly or day rate with an estimate of the time, and whether it includes materials.
• VAT status. If you're registered, state whether the price includes VAT. If you're not, leave it out.
• Timing. A start date, or a rough duration.
• Payment terms. Deposit, stage payments, when the final invoice is due.
• How long the quote stays valid.
• How to accept. A reply to confirm is enough for most small jobs.

Say what's not included

The most useful line in a quote is often "This doesn't include…". Examples: "Redecorating after the plastering", "Moving furniture", "Making good any damage found behind the existing wall", "Skip hire". A customer who has agreed to the exclusions can't be surprised by them later.

Describe, don't pad

Short and specific beats long and vague.

Quote Q-0034 Skim and plaster living room walls and ceiling (approx. 42 m²), including materials. Not included: decorating, furniture moving, skip hire. Total: £1,860. Valid for 30 days. 20% deposit (£372) to book the date; balance on completion.

Be honest about what you can't see

If a job depends on what's behind a wall, under a floor or above a ceiling, say so. "Price assumes the walls are sound. If we find hidden damage I'll tell you before going ahead and give you a price for fixing it." That sentence has saved a lot of friendships.

Make it easy to say yes

People pick the quote that's clear and easy to accept. Send it promptly, in the way the customer likes to read messages, with a short friendly note. Follow up once if you don't hear back, and don't chase beyond that.

Handle changes in writing

If the customer asks for extra work, or you find something that changes the job, agree the change and the extra cost in writing before you do it. A one-line message is enough: "Happy to add the hallway for £420, taking us to £2,280. Shall I go ahead?"

From quote to invoice

When the work is done, your invoice should match the quote, plus any agreed changes. Using the same description and numbers keeps both documents consistent and gives the customer no reason to query it. The guide to what goes on an invoice covers the details, and the step-by-step guide to invoicing as a sole trader shows the whole process.

Thistle Invoice turns an accepted quote into an invoice in one tap, so nothing has to be retyped. See the page for tradespeople.

This is general information, not legal advice.