How to write a quote as a tradesperson

Why good quotes matter#

Your quote is often the first proper business document a customer sees from you. A professional, clear quote does more than just tell them the price, it shows you are organised, trustworthy, and serious about your work.

Poor quotes lose jobs. Vague pricing, missing details, and unprofessional presentation make customers nervous. They will often choose a more expensive tradesperson who sends a clearer quote.

What every quote should include#

1. Your business details#

• Business name and logo
• Address
• Phone number and email
• Company registration number (if applicable)
• VAT number (if VAT registered)

2. Customer details#

• Customer name
• Site address (where the work will be done)
• Contact details

3. Quote reference and date#

Use a unique reference number for each quote (e.g., Q-2025-001). This makes it easy to track and reference later. Always include the date the quote was created.

4. Description of work#

Be specific about what you will do. Vague descriptions lead to disagreements later. For example:

• Bad: "Electrical work in kitchen"
• Good: "Supply and install 4x double sockets, 1x fused spur for extractor fan, and 1x cooker connection point. Includes chasing walls and making good with filler (customer to decorate)."

5. Itemised pricing#

Break down your costs clearly. Customers appreciate transparency and it protects you if the scope changes.

• List materials with quantities and unit costs
• Show labour separately (either as a day rate or fixed cost)
• Include any other costs (skip hire, specialist equipment, etc.)

6. VAT (if applicable)#

If you are VAT registered, show the subtotal, VAT amount, and total clearly. If you are not VAT registered, state "No VAT charged - not VAT registered" to avoid confusion.

7. Validity period#

State how long the quote is valid for. 30 days is standard. This protects you from material price increases and gives customers a deadline to decide.

8. Payment terms#

Be clear about when and how you expect to be paid:

• Deposit amount (if required) and when it is due
• Stage payments for larger jobs
• Final payment terms (e.g., "Balance due on completion")
• Accepted payment methods

Quote writing tips#

Be fast#

Send your quote within 24-48 hours of visiting the job. Customers often choose the first tradesperson who sends a professional quote. Speed wins work.

Be clear#

Avoid jargon. Use plain English. If the customer does not understand what they are paying for, they are less likely to accept.

Be complete#

State what is included AND what is not. "Price does not include decoration/making good/disposal of waste" prevents arguments later.

Follow up#

If you have not heard back in a week, follow up with a polite email or call. Many jobs are won simply because the tradesperson followed up when others did not.

Common mistakes to avoid#

• Quoting too slowly: The longer you wait, the more likely you are to lose the job.
• Being too vague: "Labour and materials" is not a proper breakdown.
• Forgetting exclusions: If something is not included, say so explicitly.
• No validity period: Without one, customers may expect old prices months later.
• Unprofessional presentation: Handwritten notes on scraps of paper do not inspire confidence.

Using software to quote faster#

Quote software like SortedMate lets you create professional quotes in minutes instead of hours. Benefits include:

• Professional templates with your branding
• Saved items you can reuse
• Automatic VAT calculations
• Quote from your phone on-site
• Track which quotes are pending, accepted, or declined
• Convert accepted quotes directly to invoices