Quote guide
How to write a quote
A quote connects a defined scope with a firm offered price and clear conditions the customer can review before accepting.
Describe exactly what you are offering
A quote should be specific enough that both sides recognize the promised result. Identify the customer and service location, then describe the labor, materials, quantities and deliverables included.
- Use specific descriptions instead of a broad trade label
- Include the agreed material or allowance level
- State important exclusions
- Identify any customer responsibilities
Present the quoted price
Itemize the offer so the customer can connect each major part of the work with its price. State the total, applicable taxes or fees, required deposit and proposed payment schedule.
- Keep line-item prices structured
- Show the total offered price
- Explain deposit and milestone amounts
- Describe how written change orders affect the price
Add schedule, validity and terms
Include the expected timing, how long the offer remains open and the conditions that apply. A quote should distinguish the work included today from extra work that would require a separate written approval.
- Add an acceptance deadline
- State expected scheduling or duration
- Describe cancellation or rescheduling terms when relevant
- Keep terms readable and connected to this job
Make acceptance unambiguous
Give the customer a clear opportunity to review the full quote before accepting it. Correct any requested changes first, then preserve the accepted scope, price and terms with the job record.
Frequently asked questions
What is the difference between a quote and an estimate?
An estimate is a projected cost that may change with the scope or conditions. A quote is a firmer offer for defined work, subject to its stated validity and terms.
Should a quote include an expiration date?
Yes. An acceptance deadline protects both sides when material costs, availability or scheduling may change.
Can a customer request changes before accepting?
Yes. Revise the scope and price before acceptance so the final quote records the same work both sides expect.
Put the agreed scope and price in one place
Create a customer-ready quote, check the terms and send it only after the offer is complete.
Create a free quote