For UK tradespeople

How to write a quote for work

A quote is not just a price. It is the first proof a customer has that you run a proper business. Here is how to write one that wins the job and protects you if the work changes.

Most work is lost at the quote, not on the tools. A customer usually gathers a few prices and picks the person who looks most sure of the job. A clear, well laid out quote does that job for you before you ever pick up a trowel or a set of pliers. This guide walks through what to put in a quote for work, how to price it, and how to keep the whole thing quick.

Start with the basics that build trust

Before the price, a quote has to say who you are and what you are pricing. Put your trading name, address, phone, email and, if you are registered, your VAT number at the top. Add the customer's name and the address where the work happens. It sounds obvious, but getting these details right is the first signal that you pay attention, which is exactly what a customer is trying to judge.

Write a scope, not a title

The single biggest cause of quoting disputes is a vague description. "Bathroom refit" or "garden work" leaves the customer to fill in the gaps with their own assumptions, and those assumptions are usually more generous than what you priced. Instead, write out what the work actually is: what you will do, to what standard, and what stage you leave it at. The more specific the scope, the fewer arguments later, and the more established you look next to a rival who wrote one line.

Break the price down

A single lump sum invites the customer to haggle the whole number. A breakdown by section shows you have thought the job through and gives them something concrete to say yes to. Your price should cover four things:

1. Materials at your supplier prices, with a margin for waste. Do not guess, get real prices for the actual materials you will use.
2. Labour, worked out honestly from the days the job will really take by your day rate, including any subcontractors.
3. Overheads such as plant hire, skip, insurance and van costs, added as a percentage of materials and labour.
4. Profit on top of covered costs. If you are not adding a margin, you are working for wages, not running a business.

Handle VAT correctly

If you are VAT registered, show the subtotal, the VAT at 20% and the total including VAT, so there is no confusion about the final figure. If you are not registered, say so plainly on the quote, for example "Not VAT registered". Customers notice when the numbers do not add up, and a clear VAT line removes any doubt.

Add a timeline, terms and exclusions

Give a start window and a realistic duration so the customer can plan. Set out your payment terms, and for larger jobs use stage payments tied to milestones rather than a big sum upfront. Then list what is not included. Clear exclusions protect both sides: if decoration, making good or skip hire are extra, say so before you start, not after.

Label it a quote or an estimate, never both

This matters more than most people realise. A quote is a fixed price the customer can generally hold you to once they accept it. An estimate is a considered best guess that can move if the job turns out different from what you could see. Decide which one you are sending, label the document accordingly, and never use the words interchangeably in the same document. If part of the work is genuinely hidden until you open up, send an estimate and follow with a firm quote once you can see it. Our full guide to quote vs estimate covers this in detail.

Add a variations line and a validity period

Two short sentences save most arguments. First, a variations line: "Any additional work is quoted and agreed in writing before it proceeds." Second, a validity period: "This quote is valid for 30 days." Material prices move, and you do not want to be held to a figure you wrote months ago.

Keep it quick, or it will not get done

The honest reason a lot of good tradespeople send a number by text is time. At nine at night, after a full day on the tools, writing a tidy quote with scope and terms feels like one job too many. But that text, with no scope to point back to, is exactly what gets you held to a price when the job changes. The answer is not to work harder at quoting, it is to make quoting fast enough that you always do it properly.

This page is practical quoting guidance, not legal advice. Consumer rules can apply differently depending on the customer and the job. For a serious dispute or a large sum, take proper advice.

FAQ

Related guides: Quote vs estimate · How to write a professional building quote · Trade quote templates