A clear written quote helps a customer understand what you are offering before they decide. It also gives you and the customer something specific to refer back to if the scope, materials or timing need to be discussed.
The Federation of Master Builders recommends making the scope, materials, labour, timeline and payment terms clear. This checklist is a practical starting point—not legal advice or a substitute for a contract suited to a particular job.
Be clear whether it is a quote or an estimate
Use the right label. A quote is a price for an agreed scope of work; an estimate is an approximate cost based on the information available. Do not call an estimate a fixed quote if you expect the price to change as you learn more about the job.
Citizens Advice explains the difference for homeowners in its guidance on getting building work done. That page applies to England; Citizens Advice provides separate versions for Scotland, Wales and Northern Ireland.
Identify the customer and the job
At the top of the document, include:
- Your trading name and contact details.
- The customer’s name and the address or site location for the work.
- A quote reference and the date you prepared it.
- A short description of the project.
Use only the personal details needed to identify the customer and job. Keep the quote somewhere secure and send it through a channel the customer expects.
Describe the work—not just the trade
“Bathroom renovation” or “roof repairs” may be too broad to settle what you have both agreed. Break the work into sensible stages or deliverables. For example, state which fittings you will remove, what you will install, what finish is included and whether you will remove waste.
Write for a customer who may not know the trade terms. If a technical term is important, explain it briefly. A site visit, drawing or specification can be referenced, but identify the version or date so you both know which document the quote relies on.
List materials, assumptions and exclusions
Name the important materials, quantities, models or finish where they affect the price. If the customer has not chosen a fitting, explain whether the quote includes an allowance and what happens if the final selection costs more or less.
Record assumptions that affect the work: access, parking, hidden conditions, customer-supplied items or whether another contractor must finish a stage first. State what is not included, such as decorating after a repair or moving furniture, when that matters to the job.
Do not use a long list of vague exclusions to hide what the customer is paying for. If an inspection reveals additional work, explain the issue and agree any change before carrying it out.
Show the price and payment terms plainly
Give the total price and explain any major cost sections that help the customer understand it. State whether VAT applies and show it clearly where relevant. Do not describe VAT as included if it is not.
If you need a deposit or staged payments, set out the amounts or calculation, what each payment relates to and when it is due. Mention accepted payment methods and any other terms that matter. Get appropriate professional advice for contract wording or consumer-law questions.
Set out timing and how long the price stands
If you can, give an expected start window and an estimated duration. Be honest about dependencies such as weather, materials, inspections or another trade’s work. Avoid promising a date you cannot control.
Add a reasonable validity period if you need one. This tells the customer how long you are prepared to hold the stated price; it should not be used as false urgency. Note the assumptions that could affect materials or availability.
Use this final check before sending
- Does the quote name the customer, property and work?
- Can the customer tell exactly what is included and excluded?
- Are materials, allowances and assumptions clear?
- Is the price, VAT position and payment schedule understandable?
- Are timing and any dependencies realistic?
- Is there a clear way to accept, ask a question or request a change?
Send it as a readable document or email, and keep a copy of what you sent. If the customer accepts, confirm the agreed scope and next steps in writing. If you need to check in later, see how to follow up on a quote without being pushy.
For extra detail, the Federation of Master Builders’ quote guidance covers scope, costing and payment terms.
If a finished job is the starting point for your marketing, Try Grafter on WhatsApp.