How to write a quote for a trade job
A good quote tells the customer exactly what you'll do, what it will cost including VAT, how long the price stands and how they pay. Put it in writing, itemise it so the customer can see where the money goes, and send it while the visit is still fresh in their mind.
What should a quote include?
Everything the customer needs to say yes without ringing you to ask questions. That means who you are, who it's for, what the work is, what it costs and what happens next.
The part most quotes get wrong is the scope. "Refit bathroom" leaves room for an argument later. "Strip out existing suite and tiles, supply and fit new bath, basin and WC, tile walls to full height" doesn't. Say what's not included too: "Does not include moving the soil stack or replastering the ceiling." Two lines now saves a row later.
What's the difference between a quote and an estimate?
A quote is a fixed price for the work described. Once the customer accepts it, you're expected to stick to it unless the job changes. An estimate is your best guess, and the final bill can go up or down.
If you can't price something until you open it up, like rot behind the tiles or old wiring in the walls, quote what you can and say how you'll price the unknown: a day rate, or a provisional sum that you'll confirm before you go ahead. Call the document what it is, so there's no confusion.
Should I itemise my quote or give one price?
Itemise it. A single figure invites the customer to compare you on price alone. A breakdown shows the work behind the number, makes you look thorough, and gives the customer something to adjust other than your rate ("could we leave the tiling for now?").
You don't need to show your margin on every screw. Group it sensibly: strip out, materials, labour by stage, waste removal.
Do I need to charge VAT on my quote?
Only if you're VAT registered. You must register once your VAT taxable turnover goes over £90,000 in a rolling 12-month period. That's the threshold at the time of writing, so check GOV.UK's VAT registration guidance for the current figure.
If you're registered, put your VAT number on the quote and show the net price, the VAT and the total. If you're not registered, you can't charge VAT, so leave it off. Either way, make it obvious whether prices include VAT. Homeowners budget on the final figure, so give them the total they'll actually pay.
How long should a quote be valid for?
Thirty days is common. Material prices move and your diary fills up, so a quote shouldn't stand forever. Put a date on it rather than a number of days: "This quote is valid until 27 October 2026." If the customer comes back after that, you can honour it or re-quote.
Should I ask for a deposit?
Many trades ask for a deposit on bigger jobs, often enough to cover materials you have to order up front. Keep it proportionate, put it on the quote, and say when the rest is due: in stages for longer jobs, or on completion for shorter ones. Include how to pay, such as bank transfer details.
Can a customer cancel after accepting my quote?
Often, yes. If a homeowner agrees the job away from your business premises, whether at their kitchen table or by accepting your quote online, the Consumer Contracts Regulations 2013 usually give them 14 days to cancel.
You need to give them the cancellation information in writing. If you don't, the cancellation period can stretch to 12 months. If they want you to start within the 14 days, get that request in writing: they can still cancel, but they may have to pay for the work you've done. Urgent repairs the customer called you out for are usually an exception.
This is a plain-English summary, not legal advice. If a job is large or unusual, check with a solicitor or your trade body.
How quickly should I send a quote?
The same day if you can. Customers often get three quotes, and the first clear, professional one to arrive sets the bar the others are judged against. A quote that turns up a week later tells the customer how the job might run.
Example: a quote for a bathroom refit
Here's how the pieces fit together, for a VAT-registered firm. The prices are illustrative, not a guide to what you should charge.
12 Mill Lane, Leeds LS6 2AB
0113 000 0000
VAT no. GB 123 4567 89
27 September 2026
Valid until 27 October 2026
For: Mrs J Smith, 8 Oak Road, Leeds LS6 4QT
Job: Strip out the existing bathroom and fit a new suite. Includes waste removal. Does not include replastering the ceiling or moving the soil stack.
| Item | Price |
|---|---|
| Strip out existing suite and tiles, remove waste | £650.00 |
| Bath, basin, WC and taps, supplied | £1,200.00 |
| Plumbing and fitting, 3 days | £1,080.00 |
| Wall tiling, supply and fit, 12 m² | £960.00 |
| Extractor fan and shaver point | £340.00 |
| Net | £4,230.00 |
| VAT at 20% | £846.00 |
| Total | £5,076.00 |
Payment: 25% deposit (£1,269.00) to order materials, balance on completion by bank transfer.
Timing: Can start within 3 weeks of acceptance. Around 6 working days on site.
To accept: Reply to this email or tap Accept on the quote.
Is there a faster way to write quotes?
This is the job we built QuoteMate for. You describe the work out loud, the way you'd explain it to a mate, and QuoteMate writes an itemised quote like the one above, with VAT, a validity date and your business details. You check the numbers and send it by email, WhatsApp or text before you've left the driveway. The customer can accept with one tap.
Your first 5 quotes are free, then it's £12.99 a month. See how it works, or read how it works for builders, plumbers and electricians.