How to Write a Quote for a Job That Wins Customers

Quoting jobs can feel like a balancing act for many UK tradespeople. How do you remain professional yet approachable? Transparent about pricing but still profit-earning? And most importantly, how do you write a quote that gets you the job?

A well-structured and clear job quote is crucial to building trust and securing work. It’s the first glimpse your potential customer gets of your professionalism and approach. But beyond that, it streamlines your communication, ensures you get paid fairly, and minimises disputes.

This guide will walk you through everything you need to know—from understanding what makes a great quote to best practices for creating one that gets approved.

What to Use to Create Your Quote

Customers expect digital quotes these days, so you’ve got two viable options: use a template or sign up for software that can help you build quotes.

Templates

Templates are the simplest way to get started. You might already have your quote template, or you can use our free one:

Benefits of using a template:

• Saves time by keeping key elements pre-formatted.
• Ensures you don’t forget vital details (e.g. terms and conditions or itemised costs).

Quoting Software

Professional quoting software like FieldRocket takes templates one step further. They’re easier to use and save time, too.

Benefits of quoting software:

• Automates calculations, reducing errors.
• Allows custom branding, like logos and colour schemes.
• Information like customer details can be pre-filled when you go to create a quote.
• Includes a database for client information and quote history.
• Offers features like e-signatures and automated follow-ups.

What to Include in a Job Quote

Every professional quote should cover the essential details your customer needs to make an informed decision. Here’s a checklist of what your quote needs to include:

Business Details

Ensure your contact information is easily spotted. Include your:

• Business name
• Address
• Phone number and email
• Logo (to enhance your professional image)

Customer Information

Add your customer’s contact details:

• Full name
• Address
• Phone number or email

This keeps things clear and ensures future communications are organised.

Unique Quote Number and Issue Date

Assign a unique number to every quote for easy tracking, and include the date it was issued. This acts as a reference point for customers and is crucial if prices or availability change over time.

*Tip: If you’re creating your quote on FieldRocket, all the above information will be automatically inputted into your quote. 

Itemised List of Services and Products

Break down the work into line items, listing:

• Descriptions of each task/material
• Quantities
• Unit prices and total costs

This transparency helps customers understand what they’re paying for and reduces the likelihood of disputes.

Terms and Conditions

Outline conditions to set clear expectations. For example:

• Payment terms (e.g. deposits, timelines, accepted methods).
• Details on warranties or guarantees.
• Expiry date of the quote (e.g. valid for 30 days).
• A disclaimer about price changes (useful for fluctuating costs like raw materials).

Total Cost and Taxes

Highlight the total amount due, particularly if VAT or other taxes are included. Make this number prominent and easy to spot.

Expiry Date

Quotes should always have an expiry date so customers know how long their offer remains valid. This encourages quicker responses and protects you from fluctuating costs.

Signature Section

Include a spot for digital or physical signatures to give customers a clear next step for approval.

Create a Quote Now With FieldRocket

Create a quote with all the above in FieldRocket. Start a free trial, add your customer, and send the quote in minutes.

Best Practices for Writing a Job Quote

01. Keep It Simple and Clear

Avoid technical jargon or long-winded descriptions. Short, easy-to-understand sentences build confidence and help customers quickly grasp what they’re agreeing to.

02. Break Down Costs

Transparency earns trust. Show your customers exactly what they’re paying for by breaking down materials, labour, and any additional fees into clear sections.

It’s also great to include specific model names. This makes it sound like you’ve done your research, but also provides extra clarity for customers.

03. Personalise Your Quote

Branding (like your logo or company colours) doesn’t just make your quote look professional; it also helps it stand out. Including a brief, personal note specific to the customer or job shows that you value their business.

04. Set Expectations Clearly

Prevent misunderstandings by explaining upfront:

• Payment deadlines
• Validity periods for quotes
• Any potential changes to the quoted price (e.g., for extra work or material costs)

05. Send Quotes Quickly

Timing matters. Customers are more likely to approve a quote that lands in their inbox promptly (ideally the same day). Speedy responses show you’re organised and serious, keeping the momentum alive.

06. Follow Up

If you don’t hear back, send a polite follow-up after a few days. Customers often appreciate the reminder and may just need a little nudge to approve.

Using quoting software can automate this for you, so you never miss an opportunity to secure the job.

Why Professional Quotes Lead to More Jobs

The effort you put into your quotes isn’t just about winning one job; it’s about building a reputation. A professional, detailed quote builds trust, reduces disputes, and leaves customers with a strong impression of your business.

In turn, this will help create happier customers and, eventually, lead to referrals and repeat business.

Take the First Step Toward Better Quoting

Writing job quotes may seem daunting at first, but once you establish a process, it becomes second nature. By focusing on structure, transparency, and speed, you’ll not only increase your approval rates but also build a reputation for reliability and professionalism.

Not sure where to start? Download a free job quote template or try quoting software to take the heavy lifting off your plate. You’ve got the skills to impress customers on the job; now’s the time to back that up with quotes that win.

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