A quote isn't just a number. It's a document that tells the customer who you are, what they're getting, and why you're the right person for the job. A poorly written quote loses jobs to cheaper competitors. A great one wins them.
1
Your full business details at the top
Business name, your name, phone, email, and ideally your website or social link. If a customer wants to verify you're legit, make it easy. Anonymous quotes get ignored.
2
A warm, professional opening line
Don't just launch into the numbers. A single sentence thanking them for their time and saying you're happy to help costs nothing and makes the whole document feel human.
Example: "Thank you for the opportunity to quote for this work. I've set out the details below and I'm happy to answer any questions."
3
A clear description of the work
Don't just write "bathroom job — £800." Write exactly what you'll do, in plain English. The more specific you are, the more professional you look — and the more protected you are if they dispute what was agreed.
Vague quotes lead to vague disputes
4
Itemised line by line where possible
Break it down — labour, materials, any extras. Customers trust itemised quotes more than a single number because they can see where the money goes. It also helps you if something changes mid-job.
5
State what is NOT included
This is one of the most important things most tradespeople forget. "This quote does not include disposal of old materials" or "decorating after completion" prevents the dreaded "I thought that was included" conversation.
Exclusions protect you as much as inclusions protect them
6
Payment terms and deposit requirements
State when payment is due, how you accept payment, and if you require a deposit to book. Put this in writing every single time. "Payment due within 14 days of completion. 25% deposit required to confirm booking."
7
A quote expiry date
Material prices change. Your diary fills up. Add "This quote is valid for 30 days from the date above." It creates urgency and protects you from being held to a price you gave six months ago.
Lexi adds this automatically
8
A friendly close and a clear call to action
Tell them exactly what to do next. "To accept this quote, simply reply to this email or give me a call. I look forward to working with you." Don't leave them guessing about the next step.