Guides

How to write a quote customers say yes to

A good quote does two jobs. It tells the customer exactly what they are getting for the money, and it makes saying yes easy. Here is how to write one that does both.

Start with what they asked for

Open with a short description of the job, using the words the customer used. If they said 'the kitchen needs a fresh coat and the cabinets touched up', write that. It shows you listened, and it gives both of you something to point to if the job changes.

Add the address and the date, and put your name, phone number and email at the top. A quote that looks like it came from a real business is easier to trust.

Itemize, with units

One lump sum invites the question 'how did you get that?'. Break the price into lines the customer can follow: the work, the materials, anything extra. Give each line a quantity and a unit, such as square feet, hours, doors or a fixed price for the job.

You do not need to show every cost behind your price. You do need each line to make sense to someone who is not in the trade.

A quote's lines might read
Interior walls, 2 coats: 640 sq ft Ceilings: 320 sq ft Trim and doors: 1 job Paint and materials: allowance

Say what is not included

Most arguments about a bill are really arguments about what the quote covered. List the assumptions in plain words: who moves the furniture, what happens if you find damage, what you are not doing. Then say how extra work is handled, for example 'anything not on this quote is agreed in writing before I do it'.

Show the deposit, and how to pay it

If you take a deposit, put the amount and the date it is due on the quote itself, so it is agreed when the customer says yes. See our guide on asking for a deposit for what to say.

Give it an end date

Write 'valid until' with a date. Prices for materials and your own schedule change, and a date gives the customer a reason to decide instead of leaving the quote in their email.

Make it easy to say yes

Send the quote while you are still fresh in their mind, ideally the same day. Send it in a form they can open on a phone, and let them accept without printing, signing and scanning. Every extra step is a chance for the quote to sit unanswered.

If they do not reply, follow up. A quote that has not been answered is not a no.

A checklist before you send it

  • The job described in the customer's words
  • Your name and contact details, and the customer's name and address
  • Itemized lines with quantities and units
  • What is not included, and how extra work is handled
  • The deposit, if any, and when it is due
  • A 'valid until' date
  • One clear way to say yes

Free template to go with this

Or let QuoteDash do it

QuoteDash builds the quote from your own price list, adds the deposit and the valid-until date, and texts it to your customer as a private link they accept by typing their name.

Create your account

Free for 14 days, no card needed. Then $29/month.

Questions

How long should a quote be?
As short as it can be while covering the job: usually one page. Long enough to describe the work, itemize the price, say what is not included and show the deposit, and no longer.
Should I give one price or options?
A clear price per option is easier to decide on than a range. If you are offering choices, such as good, better and best, show each one with what it includes.
Do I need the customer to sign?
It helps to have the customer's agreement recorded in writing. A signature, or a typed name on an online quote, shows they accepted the quote as written.

This guide is general information for tradespeople, not legal or financial advice. Rules differ by state and by trade, so check what applies where you work.