How to Write a Quote for a Job: A Tradesperson's Guide
Writing a professional quote doesn't have to be complicated. Here's exactly what to include, how to price your work, and how to make sure you get paid.
Why a Good Quote Matters
A quote is often the first professional document your client sees. A clear, detailed quote builds trust, sets expectations, and protects you if there's a dispute later.
Many tradespeople lose jobs — or lose money — because their quotes are vague, too low, or missing key information. This guide covers everything you need to write a quote that wins work and keeps you protected.
What to Include in Every Quote
1. Your Business Details
Always include your full name or business name, address, phone number, and email. If you're VAT registered, include your VAT number.
2. Client Details
Name, address, and contact details of the person or company you're quoting for.
3. A Unique Quote Number
Number your quotes sequentially (e.g. QUO-001, QUO-002). This makes it easy to reference in conversations and track which quotes have been accepted.
4. Date and Expiry
Include the date the quote was issued and an expiry date — typically 30 days. This protects you from being held to a price if material costs rise.
5. Detailed Line Items
Break down the work into individual line items:
- Labour — hours × day rate, or a fixed price per task
- Materials — list key materials with quantities and unit costs
- Call-out charge — if applicable
- Disposal / skip hire — if applicable
The more detail you include, the less room there is for disputes.
6. VAT
If you're VAT registered, show the net amount, VAT amount (20%), and gross total separately. If you're not VAT registered, state "No VAT" clearly.
7. Payment Terms
State when payment is due — e.g. "Payment due within 14 days of invoice date." You can also include your preferred payment method (bank transfer, card, etc.).
8. Terms and Conditions
A short paragraph covering what happens if the scope changes, who supplies materials, and your liability. Keep it simple.
How to Price Your Work
Know Your Day Rate
Work out your minimum day rate by calculating:
- Your target annual income
- Add business costs (insurance, tools, van, fuel, phone)
- Divide by the number of billable days per year (typically 200–220)
For example: £40,000 income + £10,000 costs = £50,000 ÷ 210 days = £238/day minimum.
Don't Forget Materials Markup
Most tradespeople add 10–20% to materials to cover time spent sourcing, ordering, and collecting them.
Quote for the Job, Not Just the Hours
Fixed-price quotes are often better for both you and the client. Estimate the hours, add a buffer for unexpected issues (10–15%), and quote a single price.
Common Quoting Mistakes to Avoid
- Being too vague — "Fit bathroom" is not a quote. Break it down.
- Forgetting to include VAT — if you're VAT registered, always show it separately.
- Not having an expiry date — material prices change. Protect yourself.
- Underpricing to win the job — you'll resent the work and the client.
- Not following up — send a polite follow-up after 5–7 days if you haven't heard back.
Sending Your Quote
Email is the most professional way to send a quote. Attach a PDF so it looks clean on any device. Include a short covering message:
"Hi [Name], please find attached my quote for [job description]. I'm happy to answer any questions — just give me a call. I look forward to hearing from you."
From Quote to Invoice
Once the job is done, your quote becomes the basis for your invoice. With QuoteInvoice, you can convert a quote to an invoice in one click — all the line items carry over automatically, so there's no re-entering data.
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