You visited the site. You measured up. You know what the job needs. Now you need to put together a quote that wins the work without undercharging yourself.
Most builders lose jobs not because their price is wrong, but because their quote looks unprofessional. A proper written quote beats a verbal estimate or a text message every single time. Here is how to write one that gets you the job.
Your business details. Name, address, phone number, email. If you are VAT registered, your VAT number. If you have insurance, mention it (employers liability, public liability). This immediately tells the customer you are legitimate.
The customer's details. Their name and the property address where the work will be carried out. Getting this right shows attention to detail.
A clear description of the work. Not "kitchen extension" but "Single storey rear kitchen extension 4m x 3m including groundworks and foundations to Building Control specification, blockwork cavity walls with insulation, steel beam installation, flat roof with EPDM membrane, bi-fold doors to rear elevation, plastering and finishes to a ready-to-decorate standard." The more specific you are, the fewer disputes later.
A detailed cost breakdown. Break the job into sections: groundworks, structural, walls and roof, windows and doors, plastering, electrics, plumbing. Show the cost for each section. Customers trust a breakdown more than a single lump sum because it shows you have actually thought about the job.
VAT. If you are VAT registered, show the subtotal, the VAT amount (20%), and the total including VAT. If you are not VAT registered, say so clearly: "Prices exclude VAT. Not VAT registered."
Timeline. An estimated start date and completion date, or at least a duration: "Estimated 8-10 weeks from agreed start date." Customers need to plan around your work.
Payment terms. When you expect to be paid and how. For larger jobs, a stage payment schedule is normal: 10% deposit, then payments at agreed milestones (foundations complete, watertight, plastering, completion). Never ask for more than 25% upfront.
What is included and what is not. This prevents arguments. If your quote does not include electrics, say so. If it does not include decoration, say so. If skip hire is extra, say so. Clear exclusions protect both parties.
A validity period. "This quote is valid for 30 days from the date above." Material prices change, and you do not want to be held to a price from six months ago.
Your quote price should cover four things:
Materials. Price everything at trade rates plus 10% for waste and contingency. Do not guess. Get actual prices from your merchant for the specific materials you plan to use.
Labour. Calculate how many days the job will take, multiply by your day rate, and add time for any subcontractors you need (electrician, plumber, plasterer). Be realistic about timescales. Underestimating how long a job takes is the most common reason builders lose money.
Overheads. Plant hire, skip hire, scaffolding, insurance, van costs, tool wear. Add 15-25% of the materials and labour total to cover these.
Profit margin. After all costs are covered, add your profit. Most builders work on 15-25% margin. If you are not adding a profit margin, you are working for wages not running a business.
Quoting verbally. A verbal quote is worth nothing. If there is a dispute, you have no proof of what was agreed. Always put it in writing.
Sending a quote by text message. A WhatsApp message that says "kitchen ext 25k" does not inspire confidence. Your competitors are sending branded PDF proposals. Match them or beat them.
Not following up. Most customers get 3-5 quotes. The builder who follows up politely within 48 hours wins more often than the cheapest quote. A quick message asking if they have any questions shows you care about winning the work.
Undercharging to win the job. You will regret it halfway through when you realise you are working for less than minimum wage. Price the job properly and let the quality of your quote do the selling.
If writing quotes takes you an hour per job, QuoteSmith turns it into a two-minute task. You type in the job details and costs, and the AI generates a complete professional proposal with scope of work, timeline, and terms - all formatted as a branded PDF with your logo and colours. It is built specifically for UK tradespeople.
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QuoteSmith turns a few job details into a polished, branded quote your customers can accept in one tap. Built for UK trades.
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