How to write a quote in 7 steps

Step by step

1. 1
   Survey the job

   Ask what the client needs, in what size and quality, and by when. Note the measurements (length, width, height) and any special requests.

2. 2
   Break it into line items

   Split the work into clear lines: materials, labour, call-out, extras. The client sees what they pay for.

3. 3
   Work out the quantities

   Turn measurements into quantities: m², metres, pieces, hours. For example wall area = 2 × (length + width) × height.

4. 4
   Assign unit prices

   Give every line a unit price (per m², per hour, per piece). For larger quantities you can use tiered prices.

5. 5
   Add up and apply VAT

   The sum of the lines is the net price; VAT goes on top. If you are not VAT-registered, say so on the quote.

6. 6
   State the terms

   Validity (e.g. 30 days), payment terms (deposit, due date), timeline, warranty and what is not included.

7. 7
   Send and follow up

   Email it as a PDF and check in after 3-7 days. Knowing when it was opened helps you call at the right moment.

What should a quote include?

• Your business details and contact
• Client name and address
• Quote number, date and validity
• Lines: description, quantity, unit price, amount
• Net total, VAT, gross total
• Payment and delivery terms
• What is not included (materials, delivery…)

Common mistakes

• A single lump sum without line items
• No validity date, so old prices are held against you
• Unclear VAT (net or gross?)
• No follow-up: many quotes are lost simply because nobody asked