Trade Quote Template: How to Write Quotes That Win Work

A well-written quote is often the difference between winning a job and losing it to a competitor. Yet most tradespeople spend either too little time (a quick text message price) or too much time (an hour in Word) on their quotes. Neither approach is ideal.

This guide gives you a complete trade quote template and explains exactly what to include, how to price your work correctly, and common mistakes that cost you jobs. Whether you're a builder, plumber, electrician, or any other trade, these principles apply.

Quote vs Estimate: Know the Difference

Before writing anything, understand the legal difference:

• Quote — A fixed price for a defined scope of work. Once accepted by the client, you're legally bound to complete the work at that price (unless the scope changes).
• Estimate — An approximate cost based on your best assessment. The final price can change as work progresses.

For most trade work, quotes are preferred. They give clients certainty and confidence, which makes them more likely to accept. Always clearly label your document as a "Quote" or "Estimate" to avoid disputes.

What Every Trade Quote Must Include

A professional trade quote should contain these 12 elements:

1. Your Business Details

Your business name, logo, address, phone number, email, and any relevant registration numbers (Gas Safe, NICEIC, FMB, etc.). This establishes credibility immediately.

2. Client Details

Client's full name and property address where work will be carried out. If the billing address differs, include both.

3. Quote Reference Number

A unique reference number (e.g., QS-2026-0042) makes it easy to track quotes and reference them in conversations. It also looks professional.

4. Date and Validity Period

The date the quote was issued and how long it's valid for. Standard validity is 30 days. For jobs with volatile material costs, consider 14-21 days.

5. Detailed Scope of Work

This is the most important part. Describe exactly what you will do, broken into logical phases. Be specific about:

• What's included in the price
• What's specifically excluded
• Any assumptions you've made
• Access requirements

A clear scope protects you from scope creep and manages client expectations. This is where most tradespeople struggle — writing professional scope descriptions is time-consuming. AI tools like QuoteSmith can generate trade-specific scope descriptions in seconds.

6. Itemised Costs

Break your costs into clear line items with descriptions, quantities, and unit prices. Group them logically:

Use our profit margin calculator to ensure your line items include adequate margin.

7. VAT Breakdown

If you're VAT registered, clearly show the subtotal (ex VAT), VAT amount (20%), and total (inc VAT). Use our VAT calculator to check figures. If you're not VAT registered, state "Not VAT registered" clearly on the quote.

8. Timeline

Give an estimated start date and duration. Be realistic — clients appreciate honesty over optimism. Include any dependencies (e.g., "Subject to building control sign-off" or "Weather permitting for external works").

9. Payment Terms

State clearly when and how you expect to be paid. Common structures include:

• Small jobs (under £2,000): 100% on completion
• Medium jobs (£2,000-10,000): 30% deposit, 70% on completion
• Large jobs (£10,000+): Staged payments — 20% deposit, then milestone payments, 10% on completion

Our payment schedule calculator can help you structure fair staged payments for larger jobs.

10. Terms and Conditions

Include standard terms covering:

• What happens if additional work is discovered (variations)
• Cancellation policy
• Liability and insurance details
• Warranty period on completed work
• Dispute resolution process

11. Exclusions

Be explicit about what's NOT included. Common exclusions:

• Planning permission fees
• Building control fees
• Structural engineer reports
• Decoration and final finishes (if not your trade)
• Asbestos removal
• Party wall agreements

12. Signature Lines

Space for both you and the client to sign and date. A signed quote becomes a legally binding agreement — it protects both parties.

How to Price Your Work Correctly

Pricing is where many tradespeople go wrong — either too low (leaving money on the table) or too high (losing jobs unnecessarily). Here's a systematic approach:

Calculate Your True Costs

1. Materials — Get actual supplier prices, add 10-15% for wastage and procurement time
2. Labour — Your day rate × estimated days. Include any labourers or subcontractors
3. Equipment hire — Scaffolding, skips, plant hire, specialist tools
4. Overheads — Van, insurance, tools, phone, accounting — spread across your jobs
5. Profit margin — Typically 15-25% on top of all costs. Use our profit margin calculator

Research the Market

Check what competitors charge for similar work in your area. Our job cost estimator gives typical UK prices by trade and job type. Don't race to the bottom on price — compete on quality, professionalism, and reliability instead.

Visit Site Before Quoting

Never quote based on a phone description alone for anything over £500. A 30-minute site visit can save you thousands in underpricing. Look for:

• Access issues (narrow streets, upper floors, restricted parking)
• Hidden problems (damp, rot, asbestos, non-standard construction)
• Scope accuracy (actual measurements vs client guesses)
• Client expectations (do they want basic or premium?)

7 Common Quoting Mistakes That Cost You Jobs

1. Quoting Too Slowly

The first professional quote to land usually wins. If you visit site on Monday, get your quote out by Tuesday — not the following week. Speed shows professionalism and enthusiasm for the work. AI tools like QuoteSmith help you send quotes faster.

2. Sending a Text Message Price

"Kitchen extension £25k" in a WhatsApp message doesn't inspire confidence. A branded PDF with a detailed scope of work says "I'm a professional who takes this seriously." See our example proposals for the difference.

3. Forgetting to Include Everything

Every item you forget to include comes out of your profit. Use checklists for common job types. AI-generated scopes help catch items you might miss.

4. Not Excluding Clearly Enough

"Does the price include decorating?" If your quote doesn't explicitly say, clients will assume it does. Be crystal clear about what's excluded.

5. Underpricing to Win Work

Winning a job at the wrong price is worse than losing it. Factor in all your costs including overheads and profit. If you consistently win every quote, you're probably too cheap.

6. No Follow-Up

If you haven't heard back within a week, follow up. A simple "Hi, just checking you received the quote — happy to answer any questions" can be the difference between winning and losing the job.

7. Inconsistent Presentation

Every quote should look the same — same branding, same layout, same professional standard. Consistency builds trust and makes you look established.

When to Use a Template vs Software

A Word or Google Docs template works fine if you're sending 1-2 quotes per month. But once you're quoting regularly, dedicated quoting software saves you hours and helps you win more work.

The key advantages of software over templates:

• Speed — 2 minutes vs 30-60 minutes per quote
• Consistency — Every quote looks identical and professional
• Accuracy — VAT calculated automatically, no formula errors
• AI content — Professional scope and terms written for you
• Tracking — Know which quotes are pending, accepted, or declined

Read our full review of the best quoting software for tradespeople to compare your options.

Frequently Asked Questions