Why a clear quote wins jobs
When two quotes land in a customer's inbox, the customer rarely picks the cheapest one. They pick the one they understand and trust. A quote that is clear, tidy and easy to accept feels like a business that will also be clear and tidy on the job.
A confusing quote does the opposite. If the customer has to guess what is included, they will often wait, ask someone else or go with whoever made it simple.
What to put in every quote
- Who and where. The customer's name and the job address.
- Your details. Business name, phone and email, plus any licence or business number your trade uses.
- The work, in plain words. Describe it the way the customer would, not in trade shorthand.
- What is included and what is not. This is where most arguments start, so say it up front.
- The price. Show GST as its own line if you charge it.
- Timing. When you could start and about how long it should take.
- How long the quote is good for. Put the date on it.
- How to say yes. One clear step, such as "reply YES" or "sign here".
Keep the price easy to read
Group the work into a few lines the customer would recognize, for example "demolition and disposal", "materials" and "labour". One lump sum can feel like a guess. Fifty tiny lines invite haggling over each one.
If there are choices, offer two or three clear options instead of one take-it-or-leave-it number. A simple "good, better, best" layout lets a customer say yes to something, even if it is not the biggest option.
Say what could change the price
Surprises are what turn happy customers into unhappy ones. If the price depends on something you cannot see yet, such as what is behind a wall, say so on the quote. Explain how extra work would be handled, and that you will tell the customer before doing it.
Make saying yes easy
- Put the next step at the top and the bottom of the quote.
- Let people accept by reply, text or e-signature, whichever they will actually use.
- Say what happens after they accept: deposit, start date, who they will talk to.
- Keep the quote to one or two pages. Long ones do not get read.
Send it fast, then plan the follow-up
Customers are thinking about the job right now. A quote that arrives the same day or the next day feels attentive. One that arrives a week later often meets a customer who has moved on.
After you send it, do not wait and hope. Plan a calm follow-up. Our guide on following up on a quote without being pushy has a three-message plan you can copy.
A short quote cover message
The message that carries your quote matters too. Keep it short and change the words to sound like you.
Cover message
Hi [Name], it's [Your name] at [Business]. Thanks for the chance to quote [job] at [address]. The quote is attached. It covers [one-line summary] and is good until [date]. If it looks right, just reply "yes" and I'll send over the next steps. Happy to change anything that doesn't fit.
A quick checklist before you hit send
- Would a stranger understand the work from this page alone?
- Is it clear what is not included?
- Is there a date it expires?
- Is there one obvious way to say yes?
- Are your phone number and email on it?
Where automation helps
Writing a good quote is your craft. Remembering to follow up on every one of them while you are on a job site is where things slip.
Our Quote Chaser sends the follow-ups in your name and stops when the customer replies. See how we think about contractors and quotes, try the demo, or use the calculator to estimate what quiet quotes cost you. If you would like help, book a 15-minute call.
This guide is general business advice, not legal advice. Check what your trade, licence or contract rules require.
Common questions
What should a contractor quote include?
The customer's name and the job address, a plain description of the work, what is and is not included, the price, how long the quote is good for, and how to say yes. Add your business name, phone and email so it is easy to reach you. If you charge GST, show it as its own line.
Should I break the price into line items?
Usually a few clear lines are better than one big number or fifty tiny ones. Customers want to see what they are paying for, but too much detail invites arguing over each line. Group the work in a way the customer would describe it.
How long should a quote stay valid?
Pick a window that matches how fast your material and labour costs can change, and write it on the quote. Many small jobs use a couple of weeks. Longer or bigger jobs may need a different window. Choose what is fair for your trade.
How fast should I send a quote?
Sooner is better, because the customer is thinking about the job now. Send a quote the same day or the next day when you can, even if it is a simple one. Then plan a follow-up so it does not go quiet.