Quote · General
Free quote template
Free quote template for tradespeople: scope of works, labour and materials, VAT, deposit and acceptance. Download in PDF or Word, or fill it in online.
- Formats
- PDF · Word
- Paper
- A4
- Currency
- GBP
Quick answer
A trade quote sets out a fixed total price for a defined job. It shows your business details and VAT number if you're registered, the customer and job address, a quote number and date, the scope of works, labour and materials broken down, whether VAT is included, how long the price is valid, any deposit, when the price could change, and a space for the customer to accept and sign.
What to include
- Business name, address and contact details; VAT number if VAT-registered
- Customer's name, job address, date and quote number
- Scope of works: what's included and what isn't
- Labour and materials, priced separately, with quantities
- Options (good / better / best), with one recommended
- VAT: say clearly whether prices include or exclude VAT
- Deposit, if any, and how to pay it by bank transfer
- How long the quote is valid for
- When the price can change, for example agreed extra work
- Acceptance: customer's signature and date
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Laminate worktop, 3 m length (each) | 2 | £115.00 | £230.00 |
| Mason's mitre joint (each) | 1 | £65.00 | £65.00 |
| Sink and hob cut-outs (each) | 2 | £45.00 | £90.00 |
| Upstand, 3 m length (each) | 2 | £40.00 | £80.00 |
| Labour (day) | 1 | £260.00 | £260.00 |
| Total | £725.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
Quotes, part by part
Your customer will probably be comparing your quote with others. Citizens Advice tells people to get written quotes from at least three traders before choosing, and gives them a list of what a good written quote should show. Write yours to that list and it holds up well side by side.
Start with your business name, address and contact details, plus your VAT number if you're VAT-registered. Then the customer's name, the job address, the date and a quote number, so you can both refer to it later.
Next, the scope of works. Describe the job in plain English and say what's not included. "Supply and fit new close-coupled toilet, remove and dispose of old one; making good of tiling not included" heads off most arguments before they start.
Then the price, broken down. Citizens Advice tells customers to look for a fixed total rather than a day rate, and for separate costs for each part of the work and the materials. Show labour and materials as their own lines with quantities. If the job has genuine choices, set out good, better and best options, each priced in full, and mark the one you'd recommend.
Be clear about VAT: say whether prices include or exclude it. Add any deposit and how to pay it, how long the quote is valid for, and when the price could change, for example only if the customer asks for extra work. Finish with an acceptance box for the customer's signature and date.
Set it up once, then reuse it
- Download the Word or PDF file and keep a blank copy.
- Add your business details and VAT number once, and save it as your own master.
- For each job, fill in the customer, job address, date, quote number and valid-until date.
- Write the scope of works, then the labour and materials lines. Add options if the customer has a real choice.
- Add VAT, any deposit and your terms, then send it and ask the customer to sign.
Common jobs this template fits
This is the general quote for any trade job priced before you start: a repair, a replacement, a fitting or a refit. Contractors and builders use it for small works too. For lines set up for your trade, use the plumbing quote, electrical quote, heating and air con quote, cleaning quote, landscaping quote or handyman quote. When the job's done, bill it with the invoice template.
Download or fill it in online
Download the quote template as a Word file or PDF, free and without entering an email address.
Or make it online with the maker for your trade: plumbing, heating and air con, electrical, cleaning, landscaping or handyman. See exactly what your customer will get, then tap Send to customer. You sign up at that point without typing anything again, and your customer accepts the quote online.
Send it, get it signed, collect the deposit
Questions
What should a trade quote include?
Citizens Advice tells customers a written quote should give a fixed total price rather than a day rate, a breakdown of the work and materials, separate costs for each part, how long the price is valid for, whether it includes VAT, and when the price can go up. Add your details, a quote number and an acceptance box.
What is the difference between a quote and an estimate in the UK?
Citizens Advice describes a quote as a fixed price and an estimate as a rough guess that could end up higher. If you're giving a firm price, call it a quote and say exactly what it covers. If you can't fix the price yet, call it an estimate and explain what could change it.
Should a quote include VAT?
If you're VAT-registered, show VAT on the quote and say clearly whether your prices are inclusive or exclusive of VAT. Citizens Advice tells customers to check this, so make it obvious. If you're not registered, leave the VAT lines on the template blank; a short note saying you're not VAT-registered avoids questions.
How long is a quote valid for?
As long as you say it is. Put a clear "valid until" date on every quote so an old price can't come back to you after material costs have moved. Citizens Advice tells customers to check how long a price is valid, so they'll look for it.
Can my customer accept the quote online?
With the downloaded file, your customer signs a printed copy or sends back a signed scan. If you make the quote in the Quoza quote maker instead, they get a link, read the quote on their phone and accept and sign it online.
Can I download the template in Word?
Yes. The quote template comes as an editable Word file and a PDF, both on A4 with prices in pounds. They're free and you don't need to enter an email address.