A scruffy, hand-written quote on the back of a diary page and a clean, professional quotation can be for the exact same job, at the exact same price — and still win completely different results. Customers can't judge your workmanship before you start, so the quote is often the only thing they have to judge you on. Here's how to write one that wins the job and protects your profit.
What Every Professional Quote Needs
Before writing your quotation, make sure you've included every hidden business expense — read 25 Costs Tradespeople Forget to Include so nothing slips through unbilled. Whatever trade you're in, a proper quotation should always include:
- Your business name, logo, address and contact details
- A unique quote number and the date issued
- The customer's name and the job address (if different)
- A clear description of the work to be carried out
- A breakdown of costs — materials, labour, and any separate items
- What's excluded (so there's no argument later about what wasn't included)
- Payment terms, including deposit amount if one is required
- How long the price is valid for (e.g. 30 days)
- Your signature line and space for the customer to accept
Free Builder's Quote Template
Here's a simple layout you can copy for any job. Swap in your own details and adjust the line items to suit the work — or grab the ready-made PDF version below.
Unsure what profit to build into that total? Read How to Calculate Your Profit Margin before you fill in your numbers.
Below the totals, always add a short "What's Included / Excluded" section, your payment terms (e.g. "50% deposit on acceptance, balance on completion"), how long the quote is valid, and a line for the customer to sign and date to confirm acceptance.
Worked Example: A Bathroom Refit Quote
| Item | Cost |
|---|---|
| Materials (tiles, sanitaryware, fittings) | £2,100 |
| Labour (4 days) | £1,600 |
| Waste disposal | £90 |
| Contingency (10%) | £379 |
| Total | £4,169 |
Excludes: any re-boarding required due to hidden damp or rot once old tiles are removed. Quote valid for 30 days. 40% deposit required to secure the start date, balance due on completion.
Mistakes That Make a Quote Look Unprofessional
1. No breakdown, just a single number
A single lump sum with no detail makes it hard for a customer to compare you fairly against other quotes — and hard for you to justify the price if they query it.
2. No exclusions listed
Without a clear "what's not included," any unexpected extra becomes an argument rather than a straightforward variation.
3. No expiry date
Material prices move. A quote with no expiry can come back to bite you months later at a price you can no longer honour.
4. Sent as a text message or verbally only
A written, numbered quotation is what protects you if there's ever a dispute — and it simply looks more credible than a price given over the phone.
ProfitQuote has been built specifically for UK tradespeople to help produce accurate, professional quotations while protecting profit margins.