How to Write a Quote for a Job: Template + Follow-Ups

The short answer: to write a quote for a job, first decide whether it is a fixed quote or an estimate, then put it in writing with the scope of work, a line-by-line price for labour and materials, what is not included, tax, the total, an expiry date, payment terms and a clear way to accept. Send it with a short message, and plan two polite follow-ups if the customer goes quiet.

This guide is for service businesses that price per job: cleaners, painters, handymen, landscapers, dog groomers, photographers, event florists, tutors and small agencies.

Quote or estimate? Decide first

The word at the top of the document matters.

• Quote: a fixed price for a defined piece of work. Citizens Advice in the UK says that once the customer says yes, a quote is a binding agreement, whether it is written down or not. The trader cannot charge more unless the customer asks for extra work, agrees to pay more for extra work the trader flags, or the price had an obvious mistake. It also says a trader cannot charge more because their own costs went up after quoting.
• Estimate: your best guess. Citizens Advice says the final bill on an estimate should be "reasonable", and UK law (Consumer Rights Act 2015, section 51) says that when no price is fixed, the customer pays a reasonable price for a service. Business Queensland adds that estimates are not legally binding and usually carry a line saying the price may change.

Use a quote when you have seen the job and know what it takes. Use an estimate when you are pricing from a photo or a phone call, and say what would change the number. Rules differ by country and state, so check your local rules. This is general information, not legal advice.

What to include in a quote

Use this as a checklist before you hit send:

1. Your details: business name, phone, email, website, and any licence or registration number your trade needs.
2. Customer details: name, contact and the job address.
3. Quote number and date: a simple sequence such as Q-1001, Q-1002 makes quotes easy to find later.
4. Scope of work: what you will do, where, and to what standard, in the words a customer uses.
5. Line items: labour, materials and any call-out or travel fee, each with a price.
6. Not included: the things people often assume are in the price.
7. Tax and total: say whether the price includes VAT, GST or sales tax, then show one clear total.
8. Expiry date: "This quote is valid until [date]."
9. Payment terms: deposit, when the rest is due and how to pay.
10. Timeline: when you can start and how long the job takes.
11. How to accept: reply "yes", sign, or pay the deposit.

Citizens Advice also tells customers to look for a fixed total rather than a daily rate, a breakdown of work and materials, how long the price is valid, whether VAT is included and when the price can go up. If your quote already answers those, you look like the safe choice.

Quote template (fill-in)

Copy this into an email or a document, replace the brackets and delete what does not apply.

Quote [Q-1001] from [Business name] Date: [3 November] | Valid until: [3 December]

For: [Customer name], [job address], [phone or email]

The job: [One or two sentences describing the work, e.g. paint the walls and ceiling of the front bedroom, two coats, colour chosen by you.]

Price:

• Labour: [X] hours or [fixed fee] ... [amount]
• Materials: [item, quantity] ... [amount]
• [Call-out, travel or disposal fee] ... [amount]
• Subtotal ... [amount]
• [VAT / sales tax at X%] ... [amount]
• Total: [amount]

Not included: [e.g. moving heavy furniture, repairing damaged plaster, work in other rooms.]

If something changes: if we find [hidden damage / extra work], we will stop, tell you the extra cost and only go ahead once you agree.

Timeline: we can start [date or within X days of your yes] and expect the job to take [X days].

Payment: [deposit amount or %] to book the date, the rest on completion. We accept [bank transfer, card, cash].

To accept: reply "Yes" to this message or call [phone]. Questions are welcome.

Worked example: one-room paint job

Here is how the template looks filled in for an illustrative job. The numbers are made up to show the layout, not a price guide.

Quote Q-1042 from Brightwall Decorating Valid until: 30 days from today

The job: paint walls and ceiling of the front bedroom (about 4m x 3.5m), two coats, colours chosen by you. Includes covering floors and furniture and full clean-up.

• Labour, 2 days ... 480
• Paint and materials ... 95
• Subtotal ... 575
• Total: 575 (we are not VAT registered)

Not included: woodwork and doors, plaster repairs larger than small filler, moving the wardrobe.

Payment: 100 deposit to book, 475 on completion.

A customer can read this in thirty seconds and knows exactly what they are buying. If you price by the hour, our guide to pricing services with a cost-per-hour formula shows how to get the labour number, and the idea works for any trade.

Messages around the quote

The quote is one message. The ones around it decide whether you get the job. Keep them short and use the words customers actually use.

1. Sending the quote

Hi [Name], thanks for showing me the job today. Your quote is attached: [total] for [short scope], valid until [date]. Happy to talk through any of it. If you would like to go ahead, just reply "yes" and I will hold [start date] for you.

2. Follow-up, around day 3

Hi [Name], just checking the quote came through OK. Any questions about what is included? Happy to adjust the scope if that helps.

3. Follow-up, around day 7

Hi [Name], a quick note that your quote for [job] is valid until [date]. I have [dates] free if you would like to book. No pressure either way.

4. "That is more than I expected"

Thanks for being upfront. The price covers [main items]. If the budget is tight, I could [remove an item / use a different material / split the job into two visits], which would bring it to about [amount]. Want me to send a revised quote?

Offer a smaller scope, not a silent discount. If you cut the price without changing the work, every future quote looks negotiable.

5. Accepted

Great, thank you [Name]. You are booked for [date]. [Deposit details if any.] I will message the day before to confirm the time.

6. Extra work found during the job

Hi [Name], while [doing the job] we found [issue]. Fixing it would cost [amount] extra and add [time]. We have not started on it. Would you like us to go ahead?

Get the yes in writing before you do the extra work. When the job is done and the invoice is out, our overdue invoice reminder templates cover what to send if payment is late.

Common mistakes

• No expiry date. Business Queensland warns that without one you may have to honour a quote that loses money after costs rise.
• "Estimate" and "quote" used for the same document. Pick one word and mean it.
• A daily rate with no total. Citizens Advice tells customers to be wary of this, so they will be too.
• Vague scope. "Tidy the garden" invites an argument. "Mow front and back lawns, trim two hedges, take away cuttings" does not.
• Different prices in different places. If your website says "from 60" and the quote starts at 90, explain why on the quote. One clear price list helps.
• Asking for the full amount up front. Consumer guides such as the Alaska Department of Law warn customers against paying for a whole job in advance, so a fair deposit reads better.

Where GBot fits

GBot reads your website or Instagram during setup, including your services, prices and tone. From there, Sam can build a quote with line items, tax and the total worked out, using your own prices, and Mia or Nora can draft the cover message, the follow-ups and replies to price questions in your voice. You review everything and send it yourself. GBot does not send quotes automatically, collect e-signatures, take deposits or give legal advice.

Sources

• Citizens Advice, Before you get work done on your home
• Citizens Advice, Problem with building work, decorating or home improvements
• legislation.gov.uk, Consumer Rights Act 2015, section 51
• Business Queensland, Preparing a business quote
• Alaska Department of Law, Home improvement