Free Quote Template for Builders — Download & Use Today

If you are a builder looking for a quote template, you are already ahead of many of your competitors. A professional, well-structured quote is one of the most effective tools for winning work. Customers compare quotes side by side, and the one that looks clear, detailed, and trustworthy almost always wins — even if it is not the cheapest.

This guide covers exactly what your builder's quote template should include, how to lay it out for maximum impact, and common mistakes to avoid. We will also explain why a template is a good starting point but not necessarily the best long-term solution.

What Every Builder's Quote Must Include

Whether you use a Word document, a spreadsheet, or a dedicated tool, every quote you send should contain these essential elements. Missing any of them looks unprofessional and can lead to disputes down the line.

Your Business Details

Include your business name, address, phone number, email address, and any relevant registration numbers. If you are VAT registered, include your VAT number. If you are a member of a trade body like the Federation of Master Builders, include your membership number. These details establish credibility and make it easy for the customer to contact you.

Customer Details

Include the customer's full name, address, and the site address if different from their home address. This prevents any confusion about which property the quote relates to, which is especially important if you quote for multiple jobs for the same customer.

Quote Reference Number

Assign a unique reference number to every quote. This makes it easy to track quotes, follow up on outstanding ones, and reference them in conversations. A simple system like QS-2026-001 works perfectly — the prefix, the year, and a sequential number.

Date and Validity Period

Always include the date the quote was issued and how long it remains valid. Fourteen to thirty days is standard for building work. This protects you from being held to prices if material costs change or if the customer comes back months later expecting the same price.

Detailed Scope of Work

This is the most important part of your quote and where most builders fall short. Describe exactly what work you will carry out, in enough detail that there can be no misunderstanding. Do not just write "kitchen installation" — break it down into specific tasks: strip-out of existing kitchen, plastering, first and second fix plumbing, first and second fix electrics, fitting units and worktops, tiling, and so on.

Equally important is stating what is not included. If you are not responsible for decorating, skip hire, building control fees, or any other element, say so explicitly. The most common cause of disputes between builders and customers is mismatched expectations about what was and was not included in the price.

Itemised Cost Breakdown

Break your price down into meaningful categories. At a minimum, show labour and materials as separate lines. Better still, break it down by phase or task — foundations, walls, roof, first fix, second fix, and so on. This gives the customer transparency and makes it easier for them to compare your quote against others.

Some builders worry that showing an itemised breakdown invites customers to pick apart individual line items. In practice, the opposite is true. Customers are more likely to trust and accept a quote they can understand. A single lump sum with no explanation feels like a guess, even if it is perfectly calculated.

Total Price

State the total clearly, including whether it is inclusive or exclusive of VAT. If you are VAT registered, show the net amount, the VAT amount, and the gross total. If you are not VAT registered, state "No VAT applicable" to avoid any confusion.

Payment Terms

Be clear about when and how you expect to be paid. For larger building jobs, a typical structure is a deposit of ten to twenty per cent before work starts, stage payments at agreed milestones during the work, and a final payment on completion. For smaller jobs, payment on completion is standard. State your accepted payment methods and how many days the customer has to pay each invoice.

Timeline

Give an estimated start date (or state that it depends on your current workload), a projected duration, and any factors that could affect the timeline such as planning permission, building control inspections, or material lead times. Customers appreciate honesty about timelines far more than unrealistic promises.

Terms and Conditions

Include basic terms covering cancellation, variations to the scope, dispute resolution, and any guarantees you offer on your work. These do not need to be written by a solicitor — clear, plain-English terms are perfectly adequate for most residential building work. For more on this, see our guide on how to write terms and conditions for trade work.

Quote Template Layout Tips

How your quote looks matters almost as much as what it contains. Here are some practical layout tips to make your quotes look professional.

Use your branding. Include your logo at the top of the document. If you do not have a logo, at least use a consistent header with your business name in a clean font. Use your brand colours if you have them.

Keep it clean and readable. Use plenty of white space, clear headings, and a readable font size (eleven or twelve point minimum). Avoid cramming too much onto one page. A two or three page quote that is easy to read is better than one page of tiny text.

Use tables for costs. Present your cost breakdown in a table with clear columns for description, quantity, rate, and total. This is far easier to read than costs scattered through paragraphs of text.

Highlight the total. Make your total price stand out — use bold text, a slightly larger font, or a shaded background. The customer should be able to find the total price within seconds of opening the document.

Include a signature or acceptance line. A line at the bottom for the customer to sign and date adds formality and makes it clear that accepting the quote creates an agreement. Include a line that says something like "I accept this quotation and agree to the terms and conditions set out above."

The Problem With Static Templates

A Word or Excel template is a good starting point — it is certainly better than sending prices by text message or email with no structure. But templates have some significant limitations that become apparent once you start using them regularly.

You still have to write everything from scratch. A template gives you the structure, but you still need to write the scope of work, the descriptions, the terms, and the timeline for every single quote. This takes time — often thirty minutes to an hour for a detailed quote. When you are busy, that time adds up quickly, and the temptation is to rush through it and send something less detailed than it should be.

Formatting breaks. If you have ever tried to maintain consistent formatting in a Word document across dozens of quotes, you know the frustration. Tables shift, spacing changes, and by the tenth quote you have three different versions of your template floating around with slightly different formatting.

No tracking. With a template, you have no way of knowing whether the customer opened your quote, how many quotes you have sent this month, or what your conversion rate is. You are flying blind.

Version control. When a customer asks you to revise a quote, you end up with multiple versions of the same file. It becomes difficult to track which version was the final one, especially if you are juggling multiple quotes at once.

A Better Approach: AI-Powered Quoting

This is where tools like QuoteSmith offer a significant advantage over static templates. Instead of writing every quote from scratch, you enter your line items, quantities, and rates. The AI then generates a complete professional proposal including a detailed scope of work, a timeline, and terms and conditions — all in a branded PDF that you can send to the customer in minutes.

The difference is time. What takes thirty to sixty minutes with a template takes under five minutes with QuoteSmith. And the output is consistently professional — no formatting issues, no forgetting to include your terms, no variation in quality between your best and worst quotes.

You can still customise everything before sending. The AI writes the first draft, and you review, adjust, and approve it. This means every quote is tailored to the specific job while maintaining a professional standard across all your proposals.

For builders who quote regularly — and most of us are quoting several jobs a week — the time saving alone justifies using a dedicated tool. But the bigger benefit is the improved conversion rate. A professional, detailed proposal inspires confidence and makes customers more likely to choose you over a competitor who sent a vague one-page quote or a text message price.

What Customers Look for in a Builder's Quote

Understanding what your customers are thinking when they read your quote helps you create better ones. Research consistently shows that homeowners prioritise the following when comparing building quotes:

Clarity. Can they understand exactly what work will be done? Jargon and vague descriptions create doubt. Write in plain English and be specific.

Detail. Does the quote cover everything? Customers worry about hidden costs and unexpected extras. The more detail you provide upfront, the more comfortable they feel.

Professionalism. Does the quote look like it came from a serious business? Presentation matters more than most builders realise. A well-formatted document with your branding signals that you are organised and reliable.

Transparency. Can they see how the price was calculated? An itemised breakdown builds trust. A single lump sum with no explanation raises suspicion, even if the price is fair.

Value, not just price. The cheapest quote does not always win. Customers choose the quote that gives them the most confidence they will get quality work, on time, without drama. Your quote is your opportunity to demonstrate that.

Final Thoughts

A professional quote template is a solid first step towards winning more work as a builder. Make sure it includes all the essential elements — business details, scope of work, itemised costs, timeline, payment terms, and terms and conditions. Present it cleanly with your branding, and always tailor it to the specific job rather than sending the same generic document every time.

If you find that writing detailed quotes takes too long, or you want a more consistent and professional result, consider moving beyond templates to a dedicated quoting tool. The investment in time savings and improved conversion rates pays for itself many times over.