How to write a quote: what to include and how to send it
A good quote is clear, complete and arrives early. Here you'll find what to write, how to do the maths and how to avoid the mistakes that lose jobs.
What a quote is
It's the document in which you offer a client a job and its price, before you start. It helps the client decide, and it helps you put in writing what you'll do, at what price and on what terms.
Once the client accepts it, it becomes the reference for your agreement. That's why it pays to be precise: whatever isn't written down usually ends up being argued about.
What a quote should contain
There's no single template, but a professional quote almost always has these parts.
- Your details
- Your name or company name, tax ID, address and contact details.
- Your client's details
- Name or company name and, for a business, their tax ID.
- Date and validity
- When you made it and how long the price holds. Usually 15 or 30 days.
- The work, line by line
- One line for each task, supply or phase, with a description your client understands.
- Quantity and unit price
- Hours, days, square metres, pieces. Your client sees how the total is reached.
- Discounts
- If you give any, show them on the line they apply to, not as a round number at the bottom.
- VAT and total
- Subtotal, VAT with its rate, and the total. If you're exempt, write the wording your country requires and check it with your accountant.
- Terms
- Payment method, any deposit, delivery times and what isn't included.
An example with the maths
A painter prepares a quote for a 120 m² office, with a 10% discount on the paint.
Lines. 120 m² × £8.00 is £960.00. The filling work is £150.00. The paint costs £200.00 with a 10% discount: £180.00.
Subtotal. It's the sum of the lines after discounts: 960 + 150 + 180 = £1,290.00.
VAT. It's calculated on the subtotal: £1,290.00 × 20% = £258.00.
Total. Subtotal plus VAT: £1,548.00. This is what your client pays.
The most common mistakes
Vague descriptions
“Various works” or “Consulting” say nothing. Clients compare, and pick whoever makes themselves understood.
No expiry date
Without a validity date, a client can come back six months later and ask for the same price.
Unclear tax
If it isn't obvious whether prices include or exclude VAT, the total turns into a discussion.
Missing payment terms
Deposit, balance and timing should be written down first, not negotiated once the work is done.
Sending it late
A quote sent the same day is worth more than a perfect one sent a week later.
Not following up
Many quotes are lost because nobody calls back. Note when you sent it and when to check in with your client.
How to send it and follow up
The classic is a PDF attached to an email. It works, but you don't know if the client opened it. A link to the quote tells you when it was viewed and lets your client accept it straight away, even from their phone.
If the client has seen it but doesn't reply, get in touch after a few days: a short call to ask if they have any questions. When they accept, keep the written confirmation together with the quote.
Want to see what you can do in a single tool? Take a look at the features of Prontivo or the examples for your profession.
Make your next quote with Prontivo.
Tax, discounts and totals calculated for you, sending by link, email or WhatsApp. 3 quotes per month are free.
Create your quote