How to write a quote for a job (tradesman’s guide)

Knowing how to write a quote properly can win you jobs even when you’re not the cheapest. Two firms quote for the same work at similar prices. One sends a single line in a text: “Tree job” and a number. The other sends a clear, tidy quote that explains exactly what will happen. Most customers choose the second.

A good quote doesn’t just give a price. It shows the customer you understood the job, you’re organised, and you’ll do what you said.

What to include in a quote

1. Your details. Business name, phone, email, website, and your address or company details.
2. The customer’s details. Name, the address of the job, and the date of the quote.
3. What you’ll do, in plain English. “Fell the sycamore at the back of the garden to ground level. Grind the stump to 150mm below ground. Remove all wood and waste.” Specific enough that there’s no argument later.
4. What’s not included. “Does not include replanting or repairs to the fence.” This prevents most disputes.
5. The price. Clearly stated, with any tax shown clearly if you charge it. Break it into parts if that helps the customer understand it.
6. How long the quote is valid. 30 days is common.
7. When you could start, and roughly how long the job takes.
8. Payment terms. When you expect payment, how they can pay, and any deposit.
9. Anything the customer needs to do. Move cars, clear a path, or check with the local authority if a tree may be protected (see tree preservation orders explained).

Quote or estimate?

An estimate is a rough guide. A quote is a firm price for a defined job. If you’re giving a firm price, call it a quote and describe the work carefully. If the price could change, say so and explain why. Our guide to giving a ballpark price covers estimates.

Make it easy to say yes

End with a clear next step: “To go ahead, just reply to this email or ring me on…” If you can, give a couple of possible start dates. The easier it is to accept, the more people will.

Use a quote template

Use the same layout every time, with your logo and colours. It looks more professional and saves you time. Most accounting and job-management apps have quote templates, and even a well-made document template works. A good template has spaces for every item in the list above.

Send it quickly

Speed matters. A quote that arrives the same day says you’re organised and keen. One that arrives a week later says the opposite, and the customer may already have booked someone else.

Mistakes to avoid

• Vague descriptions like “tree work as discussed”. The customer may remember the discussion differently.
• Hidden extras that appear on the invoice. If waste removal or access equipment costs extra, say so in the quote.
• No tax clarity. Homeowners should know the full price they’ll pay. See should prices include tax?
• No follow-up. Many quotes are won by the second message. See how to follow up on a quote.

Start the quote before you visit

The best quotes are built on good information. When customers have already answered questions about the job and sent photos (through an instant quote calculator or by WhatsApp), you arrive knowing what to look for, and you can write the quote faster and more accurately.

Questions

How long should a quote be valid for?

Around 30 days is common. If your material costs change often, a shorter period protects you.

Can I change a quote after the customer accepts?

Only if the job changes, or your quote said the price could change in certain situations. That’s why describing the job and what’s not included matters.

Should I ask for a deposit?

For larger jobs or where you buy materials up front, a deposit is common. Say how much and when it’s due in the quote.