For UK tradespeople
Quote template (UK)
A clear structure for a trade quote, with scope, terms and VAT set out properly, plus a template for your specific trade and a way to send a branded PDF in about two minutes.
What every quote template should include
Whatever the trade, a good quote does the same job: it prices the work and it makes the customer trust that you have thought it through. The structure below works for any UK trade. Fill it in properly and your quote will look established next to a rival who sent a number by text.
- Your business details. Trading name, address, phone, email, and your VAT number if registered.
- The customer and the site. Their name and the property address.
- A specific scope of work. What you will do, to what standard, and what stage you leave it at. Specific beats short.
- A cost breakdown. Labour, materials and any sections, shown separately so the customer can see where the price comes from.
- VAT. If registered, subtotal, 20% VAT and total. If not, say so plainly.
- Timeline. A start window and a realistic duration.
- Payment terms. When and how you expect to be paid, with stage payments on larger jobs.
- Exclusions. What is not included, so nobody assumes otherwise.
- A variations line and validity period. "Extras quoted and agreed in writing before proceeding" and "valid for 30 days".
Templates by trade
The structure above fits every trade, but each has its own detail worth spelling out. Pick your trade for a template written around the way that job is actually priced and quoted.
Scope, stage payments, section breakdown and exclusions for building work.
Circuits, certification, testing and making good set out clearly.
Suite, first and second fix, and the hidden work handled honestly.
Skim over versus re-plaster, area, prep and drying time.
Access and scaffold, strip and re-cover, flashings and leadwork.
First and second fix, bespoke joinery and ironmongery.
Preparation, coats, coverage and access.
Excavation, sub-base, paving, fencing and planting.
Substrate prep, tanking, per square metre and materials.
Access, brick and blockwork, DPC, lintels and muck away.
Gas Safe number, boiler install, flue works and warranty.
Units, worktops, appliances and trade coordination.
Full fit-out, tanking, tiling and making good.
Subfloor prep, per square metre and materials.
Posts, panels, gravel boards and gates, per metre.
Excavation, sub-base, drainage and surface per square metre.
More trades, including roofers, carpenters, painters and decorators, tilers, landscapers and kitchen and bathroom fitters, follow the same structure.
Quote or estimate? Get the label right
Before you send anything, decide whether it is a quote or an estimate. A quote is a fixed price the customer can generally hold you to. An estimate is a considered best guess that can move if the job turns out different from what you could see. Label the document as one, never both, and if part of the work is hidden until you open up, send an estimate and follow with a firm quote. See our full guide to quote vs estimate for UK trades.
Why a blank document is the slow way
A Word or Excel quote template gives you a blank page to format by hand every single time. It works, but it is slow, and slow quoting is why so many good tradespeople end up firing off a number by text instead. A finished, consistent quote every time, without the formatting, is a better answer than another blank document.
Send a quote in two minutes
Type the job and your prices, and QuoteSmith turns them into a branded PDF proposal with scope, timeline, terms and VAT set out clearly, with your logo on it. It is built for UK tradespeople, so every quote you send is consistent and looks the part.
Get StartedQuoteSmith is £19.99 a month. Unlimited quotes. Cancel anytime. Also on the App Store.
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.
Quote template FAQ
What should a quote template include?
Your business details, the customer and site, a clear scope of work, a cost breakdown, VAT where you are registered, a timeline, payment terms, exclusions and a validity period.
Is there a quote template for my trade?
Yes. The same structure fits every trade, and we have trade specific templates for builders, electricians, plumbers and plasterers, with more added over time.
Do I need a Word or Excel quote template?
A blank document works, but it leaves you formatting every quote by hand. A tool that turns your job details into a finished branded PDF removes that step and keeps every quote consistent.
Should a quote have VAT on it?
If you are VAT registered, show the subtotal, 20% VAT and the total including VAT. If you are not registered, say so clearly on the quote.
Related guides: How to write a quote for work · Quote vs estimate · Professional building quote guide