Quotes
How to write a trade quote that wins the job (UK guide)
In short: a good quote is a clear, fixed price for a clearly described job, sent quickly. It says exactly what's included and what isn't, how long the price stands, when payment is due, and whether VAT is included. Sending it the same day, and making it easy to accept, often wins more work than a lower price.
Quote or estimate?
They're not the same, and customers increasingly know the difference.
| Quote | Estimate | |
|---|---|---|
| What it is | A fixed price for the work described | Your best guess at the likely cost |
| Can the price change? | Only if the work changes, for example the customer asks for extras or you find something the quote excluded | Yes, but it should stay reasonably close |
| Best for | Jobs you can see and measure | Repairs and work where the scope is unknown until you open things up |
If you give an estimate, say so clearly, and explain what could change it. If you give a quote, list your assumptions, such as "assumes the existing joists are sound", so an unexpected problem is clearly extra work rather than an argument.
What to include in a trade quote
- Your business details: trading name, address, phone, email. If you're a limited company, the registered name and number. If you're VAT registered, your VAT number.
- The customer and the site: their name and the address of the work, if it's different from where they live.
- A quote number and date, so you can both refer to it.
- A description of the work in plain words. Break bigger jobs into sections, for example strip-out, first fix and finishing.
- What's not included. Plastering after electrical work, decorating, skip hire, making good, parking permits. This is where most disputes start.
- The price. For homeowners, show the total including VAT clearly. Business customers usually expect prices before VAT, with the VAT shown separately.
- Optional extras priced separately, such as an upgraded tile or an extra socket. Customers like choices, and extras often add margin.
- How long the price is valid, for example 30 days. Material prices move.
- Payment terms: any deposit, stage payments for longer jobs, and when the final balance is due.
- Start date and roughly how long the work will take.
- How to accept, ideally with one click or a reply, not by printing and signing.
Deposits and stage payments
A deposit to cover materials is normal for larger jobs, and it shows the customer is committed. For work lasting more than a week or two, agree stage payments tied to clear milestones, such as "first fix complete", rather than dates. Whatever you agree, write it in the quote, so there's no surprise when you invoice.
The 14-day cancellation rule for homeowners
If you agree a job with a homeowner in their home, or at a distance (by phone, email or online), the Consumer Contracts Regulations usually give them 14 days to cancel. You need to give them the cancellation information, and a cancellation form, in writing.
- If they want you to start within the 14 days, get that request in writing. If they then cancel, they pay for the work done up to that point.
- If you don't give the cancellation information, the cancellation period can be extended by up to 12 months, and they may not have to pay for work already done.
Including the cancellation information in your quote, or with the acceptance, covers this. Citizens Advice and GOV.UK explain the detail.
VAT on quotes
If you're not VAT registered, don't add VAT. Say "VAT is not charged" so customers don't assume it will be added.
If you are VAT registered, the standard rate is 20%. Show it clearly. For work as a subcontractor for a VAT-registered contractor under the Construction Industry Scheme, the domestic reverse charge usually applies: you don't charge VAT, and the contractor accounts for it. It doesn't apply to work for homeowners.
You must register for VAT if your taxable turnover over the last 12 months goes over £90,000 (GOV.UK). Keep an eye on it in a busy year, because your prices to homeowners effectively go up by 20% when you register.
Why speed wins work
Customers often ask two or three trades for a price. The one who visits, measures and sends a clear quote within a day usually looks the most organised, and organised is what customers are buying. Build quotes from saved prices and templates so they take minutes, not an evening.
Follow up once if you hear nothing after a few days. A short message asking whether they have any questions wins a surprising number of jobs.
Common questions
How long should a trade quote be valid for?
Thirty days is common. For big jobs, or when material prices are rising quickly, you might choose a shorter period. Always write the date the price runs out on the quote.
Can I change the price after a customer accepts a quote?
Not for the same work, because a quote is a fixed price. You can charge for changes the customer asks for, and for problems your quote clearly excluded. Agree the cost of any change in writing before you do the extra work.
Should a quote include VAT?
For homeowners, show the total including VAT, because that's what they'll pay. For business customers, show the price before VAT and the VAT separately. If you're not VAT registered, say so.
Do I need to give customers a cancellation period?
Usually, if you agreed the job with a homeowner in their home or at a distance, they have 14 days to cancel under the Consumer Contracts Regulations. Give them the cancellation information in writing. If they ask you to start sooner, get that in writing too.
How much deposit can a tradesperson ask for?
There's no fixed rule. Many trades ask for enough to cover materials, often between 10% and 30% of the price on larger jobs. Whatever you ask for, put it in the quote.
Where TradeDay fits
TradeDay builds quotes from your saved prices and kits, with optional sections the customer can tick. It sends them as a link the customer can accept online, and turns accepted quotes into booked jobs, so the price you quoted follows the job through to the invoice.