A useful quote tells the customer what you will do, what they will pay and what is outside the price. Include the important materials, timing, payment terms and a clear way to accept. Put the details in writing before either side commits.

You do not need pages of small print for a simple repair. You do need enough detail for someone to understand the work without relying on a conversation they may remember differently.

Decide whether you are quoting or estimating

A quote offers a price for a stated scope. An estimate gives an assessment of the likely cost where something remains uncertain. Make the distinction clear and explain any unknown, such as pipework that cannot be inspected until a floor is opened.

Do not use “estimate” as permission to change a price without explanation. If the scope or price changes, explain it and obtain agreement. Consumer terms must be clear and fair; the CMA’s contract guidance warns against terms allowing unrestricted changes.

Include the details the customer needs

• Your business: trading name, contact details and the person or company offering the work.

• The customer: who is accepting and paying, plus the job address if different.

• A reference: quote number, issue date and version.

• The scope: what you will install, repair, remove, test or make good.

• Materials: specified products, allowances and who supplies each item.

• The price: a clear total, including the VAT and unavoidable charges applicable to a consumer price.

• Timing: agreed dates or the current lead time, and the expected duration.

• Payment: any advance payment, stage payments and final balance.

• Boundaries: relevant assumptions, exclusions and access requirements.

• Acceptance: validity period, how to accept and how changes will be agreed.

Where an agent, landlord or contractor is involved, establish who the contracting customer is. The person letting you into the property is not necessarily the person authorised to accept the quote.

Describe the result you have priced

“Bathroom works” leaves too much open. Explain the main tasks, what stays, what changes and how the work will be finished. Name a selected product or state the allowance if the customer has not chosen it yet.

Illustrative scope: remove the existing basin and tap; fit the customer-supplied replacement basin and mixer in the same position; connect to accessible existing supplies and waste; test for leaks; remove the old basin. Decoration and alterations to concealed pipework are excluded.

Only use exclusions that fit the job. A warning about concealed services does not remove responsibility for work you have agreed to carry out properly. Explain how a genuine discovery will be assessed and priced.

Make the total and payment stages clear

For a consumer, show the total they will pay, including unavoidable charges. If a total cannot reasonably be calculated in advance, explain the calculation as prominently as the price you can show. See the CMA’s price transparency guidance.

If you are not VAT registered, do not add VAT. Where VAT does apply, use the correct treatment for the supply rather than assuming every trade job has the same rate.

Link payment stages to something both sides can recognise. “After first fix is complete” is more useful than “when most of the work is done”. Read the guides to fair advance payments and payment terms.

Explain acceptance and later changes

Ask the customer to accept the particular quote number and version. Keep the acceptance with the quote. If they request a change, confirm the new work, cost and timing before doing it; do not leave two unexplained totals circulating.

Consumer cancellation rights depend on the agreement and how it was made. Check the rules for work agreed remotely or at the customer’s home, especially if you plan to start promptly. Your standard terms should address that properly, not rely on a copied sentence declaring everything non-refundable.

Check it once before sending

1. Read the scope against your survey notes.

2. Check products, quantities, total and VAT treatment.

3. Check the customer, address, version and validity date.

4. Confirm payment stages, timing and exclusions are understandable.

5. Attach the right documents and keep the version sent.

TradePilot lets you build a branded quote using saved prices. Customers can accept online; public links and sending need a connection. You check and send the message yourself.

Written by Chris, founder of TradePilot. General information, not legal advice. Last reviewed 16 September 2026 against the official sources linked above.