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How to Write a Professional Quote That Wins Work
8 min read
A well-written quote does more than state a price — it builds trust, sets expectations, and positions you as a professional. This guide covers everything you need to create quotes that convert.
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What is a Quote?
A quote (or quotation) is a formal document stating the price you'll charge for specific work. Unlike an estimate, a quote is typically binding once accepted — the price won't change unless the scope does. Quotes give clients certainty about costs and give you a clear agreement to work from.
Quote vs Estimate vs Invoice
**Quote**: Fixed price for defined scope. Binding when accepted.
**Estimate**: Approximate price. May change as work progresses.
**Invoice**: Request for payment after work is complete.
Use quotes for well-defined work. Use estimates when scope is uncertain (e.g., repair work where you can't see the full problem).
Essential Elements of a Quote
Every professional quote should include:
1. **Your business details**: Name, address, contact, VAT number
2. **Client details**: Name and address
3. **Quote number and date**: For reference and records
4. **Detailed description**: Exactly what's included
5. **Itemized pricing**: Break down labor and materials
6. **Total with VAT**: Clear final amount
7. **Validity period**: How long the price is guaranteed
8. **Payment terms**: When and how to pay
9. **Terms and conditions**: Cancellation, liability, etc.
Pricing Strategies
**Fixed price**: Best for well-defined work. Client knows exact cost.
**Day rate**: Good for ongoing or variable work. Transparent but less predictable for client.
**Cost-plus**: Materials at cost plus percentage markup. Works for material-heavy jobs.
**Good-better-best**: Offer three options at different price points. Often increases average job value.
Tip: Don't be the cheapest. Price reflects quality. Compete on value, not price.
Common Mistakes to Avoid
1. **Being too vague**: "Bathroom renovation" tells the client nothing. Detail exactly what's included.
2. **Forgetting exclusions**: State what's NOT included to avoid disputes.
3. **No validity period**: Prices change. Protect yourself with 14-30 day validity.
4. **Slow response**: Send quotes within 24-48 hours. Speed wins jobs.
5. **No follow-up**: Always follow up. Many clients need a nudge to decide.
Following Up on Quotes
Most jobs aren't won or lost on price — they're won on follow-up.
**Day 2-3**: Quick email or text checking they received it and if they have questions.
**Day 7**: Call to discuss any concerns. Offer to visit again if needed.
**Day 14**: Final follow-up. Ask for a decision either way.
Automate this with Estimy's reminder feature — never forget to follow up again.
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