How to Send Professional Quotes by Email — Tips for Tradespeople

You have visited the customer, assessed the job, calculated your price, and prepared your quote. Now you need to send it. And how you send your quote matters far more than most tradespeople realise. A professional email with a well-presented attachment sets you apart immediately. A vague text message with a single number does the opposite.

This guide covers everything you need to know about sending quotes by email — from writing the perfect subject line to following up effectively. Whether you are a plumber, electrician, builder, or any other trade professional, these tips will help you make a strong impression and win more work.

Why Email Beats Text Messages for Quotes

Many tradespeople still send quotes by text message or WhatsApp. It is quick, it is easy, and the customer gets it instantly. But it has serious limitations that work against you.

A text message with "bathroom refit - 4500 all in" tells the customer nothing about what is included, what your terms are, or how professional you are. When they are comparing three quotes, yours will lose to the tradesperson who sent a detailed PDF proposal by email — even if your price is lower.

Email allows you to attach a properly formatted document, include your branding, and add a professional covering message. It also creates a clear paper trail, which protects both you and the customer if there are any disputes later about what was agreed.

That said, there is nothing wrong with sending a quick text to say "Thanks for today — I'll have your quote over by email this evening." Speed of response matters, and a text message confirming you are working on the quote buys you time to prepare it properly.

The Perfect Subject Line

Your subject line is the first thing the customer sees, and it determines whether your email gets opened immediately, filed for later, or lost in their inbox. Get it right.

A good subject line is specific, professional, and easy to find later when the customer searches their inbox. Here are examples that work well:

• "Quote for Bathroom Installation — 14 Elm Street"
• "Your Kitchen Renovation Quotation — Smith Building Services"
• "Quotation: Rear Extension — Ref QS-2026-047"
• "Loft Conversion Quote — Mr and Mrs Johnson"
• "Electrical Rewire Quotation — 22 Park Lane"

Notice what these have in common: they include the word "quote" or "quotation," they reference the specific job, and they include an identifier such as the address, customer name, or reference number. Avoid generic subjects like "Quote," "Price," or "Hi" — these get lost in busy inboxes and look unprofessional.

Writing the Email Body

The email itself should be brief, professional, and friendly. Remember, the detail is in your attached quote — the email is just a covering letter. Here is a structure that works consistently well:

Opening

Thank the customer for their time and reference the site visit or conversation you had. This personal touch reminds them who you are, especially if they have had multiple tradespeople visit.

Reference the Quote

Explain that you have attached your detailed quotation and briefly mention what it covers. One or two sentences is enough — do not repeat the entire scope of work in the email.

Key Selling Points

Include one or two sentences that differentiate you from competitors. This might be your experience with similar projects, your availability to start soon, a guarantee you offer, or your trade body membership. Keep it natural and relevant — not a sales pitch.

Call to Action

End with a clear next step. Invite the customer to call or email you with any questions, and let them know how to accept the quote. Make it easy for them to say yes.

Example Email Template

Here is an example you can adapt for your own use:

Subject: Quote for Bathroom Installation — 14 Elm Street

Dear Mr and Mrs Taylor,

Thank you for taking the time to show me around on Tuesday. I have now put together a detailed quotation for the bathroom installation we discussed, which you will find attached to this email.

The quote covers the full scope of work including strip-out, plumbing, tiling, and fitting of the new sanitaryware, with a projected timeline of eight working days. All costs are itemised so you can see exactly what is included.

I have completed several similar bathroom installations in the Harrogate area this year and would be happy to share references if that would be helpful. I currently have availability to start in the first week of April.

If you have any questions or would like to discuss anything, please do not hesitate to call me on 07XXX XXXXXX or reply to this email. I look forward to hearing from you.

Kind regards,
James Wilson
Wilson Building Services
07XXX XXXXXX

Formatting Your Quote Attachment

Always send your quote as a PDF. This is non-negotiable for professional quoting. PDFs maintain their formatting on every device, they cannot be accidentally edited by the customer, they look polished and professional, and they are easy to print.

Never send quotes as Word documents or spreadsheets. These can look different on different devices, the customer might accidentally edit them, and they suggest you are using a generic template rather than a professional system.

Name your PDF file clearly. Instead of "Quote.pdf" or "Document1.pdf," use something like "Quote-Bathroom-14ElmStreet-WilsonBuilding.pdf." This makes it easy for the customer to find the file later and shows attention to detail.

For more on what to include in the quote document itself, see our detailed guide on what to include in a building quote.

Timing: When to Send Your Quote

Speed is one of the most underrated factors in winning work. The first professional quote a customer receives sets the benchmark against which they judge every subsequent quote. If your quote arrives first and it is well-presented, the customer is already leaning towards you before your competitors even respond.

Aim to send your quote within twenty-four hours of the site visit, and ideally the same day. If the job is straightforward and you have assessed it on site, there is no reason you cannot send the quote that evening. For more complex jobs that require supplier pricing or detailed calculations, communicate this to the customer. Say "I will have your detailed quote with you by Thursday" — setting an expectation is better than going silent.

If preparing detailed quotes quickly is a challenge, tools like QuoteSmith can help significantly. Enter your line items and costs, and the AI generates a complete branded proposal in minutes, ready to email. This means you can assess a job in the morning and send the quote before lunch — while your competitors are still "working on it."

Following Up on Sent Quotes

Sending the quote is not the end of the process. Many customers need a gentle nudge before making a decision, and a professional follow-up can be the difference between winning and losing the work.

When to Follow Up

Give the customer three to five working days to review your quote before following up. They may be waiting for other quotes, discussing it with their partner, or simply busy. Chasing them the next day feels pushy. Waiting more than a week risks them assuming you are not interested.

How to Follow Up

A phone call is the most effective follow-up method — it is personal and allows you to address questions or concerns in real time. If you cannot reach them by phone, a brief email works well too.

Keep your follow-up friendly and helpful, not pressuring. Here is an example:

Subject: Following up — Bathroom Quote for 14 Elm Street

Dear Mr and Mrs Taylor,

I hope you are well. I just wanted to follow up on the bathroom quotation I sent over last week and check whether you had any questions about the proposal.

I am happy to pop back and discuss anything in person if that would be easier, or adjust any aspects of the quote to better suit your requirements. My current schedule has availability from early April, so I wanted to check in before the diary fills up.

Do let me know either way — no pressure at all.

Kind regards,
James

How Many Times to Follow Up

Two follow-ups is the sweet spot. After your initial email and two follow-ups with no response, it is time to move on. You can send one final message along the lines of "No worries if you have decided to go in a different direction — if your plans change in future, do not hesitate to get in touch." This leaves the door open without being pushy.

Common Mistakes When Emailing Quotes

Sending the price in the email body. Never put your price in the email itself. The email is a covering letter — the price and all the detail should be in the attached PDF. A price in an email with no context invites the customer to judge you purely on cost.

Forgetting to attach the quote. It sounds obvious, but it happens all the time. Before you hit send, double-check that the PDF is attached. Most email clients will warn you if you mention "attached" but have not added an attachment — pay attention to that warning.

Poor email address. If your email address is something like davethebuilder99@hotmail.com, consider setting up a professional email address. yourname@yourbusiness.co.uk is ideal. If you do not have a website, at least use a clean Gmail address with your real name.

No email signature. Set up a proper email signature with your name, business name, phone number, and any relevant credentials. This appears at the bottom of every email automatically and adds a professional touch that costs nothing to set up.

Taking too long. Every day you delay sending your quote, your chances of winning the work decrease. Customers interpret slow responses as a sign that you are disorganised or not interested in their job.

No follow-up. Sending the quote and hoping for the best is not a strategy. A professional follow-up after three to five days shows you are keen, organised, and easy to work with.

Use a Professional Email Address

If you are still sending quotes from a personal email address, consider upgrading. A professional email address — yourname@yourbusiness.co.uk — is inexpensive (often included free with a website hosting package) and immediately signals that you are a serious business. It also makes it easier for customers to find your emails later when searching their inbox.

At a minimum, set up a Gmail account with your business name and use it exclusively for business communications. Separating personal and business email helps you stay organised and presents a more professional image.

Putting It All Together

Sending a quote by email is straightforward once you have a system. Write a clear subject line, keep the email body brief and professional, attach a well-formatted PDF, send it quickly after the site visit, and follow up if you do not hear back within a few days. These simple steps put you ahead of the majority of tradespeople who are still sending prices by text message.

The combination of speed and professionalism is powerful. When a customer receives a detailed, branded proposal within hours of your visit — while they are still waiting for your competitors to "get back to them" — you have already won half the battle.