How do you write a quote for a job?
A clear quote does three jobs. It wins the work, because customers trust what they understand. It protects you, because a signed quote is the contract you will both refer to. And it saves time later, because there is no argument about what was included.
This guide is written for plumbers, electricians, builders, decorators, roofers, joiners, landscapers, mechanics and other trades in England, Wales, Scotland, Northern Ireland and the Republic of Ireland.
Quote vs estimate: what is the legal difference?
Citizens Advice puts it simply: a quote (sometimes called a quotation or fixed estimate) is a promise to do the work at an agreed price; an estimate is your best guess at what the work will cost.
| Quote | Estimate | |
|---|---|---|
| Price | Fixed | Approximate |
| Can you charge more? | Generally no, unless the customer agreed to extra work or the price was an obvious mistake. Rising costs after the quote are not a reason. | Yes, but the final price must be reasonable, considering the estimate, the changes and events outside your control. |
| When to use it | Work you can fully see and measure | Work with unknowns: what is behind a wall, under a floor, inside an engine |
If no price was agreed at all, the Consumer Rights Act 2015 says the customer must pay a reasonable price, which is a question of fact. That is a weak position for both sides: always put a figure in writing.
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What should a quote include?
| Item | Why | Example |
|---|---|---|
| Quote number and date | Easy to refer to and to track | Q-2026-045, 18 October 2026 |
| Your business details | Who the customer is contracting with | Trading name, legal name, address, phone, email, company number if limited, VAT number if registered |
| Customer and site address | Where the work happens | Mr and Mrs Patel, site address |
| Scope of work | The heart of the quote | Replace combi boiler like-for-like in kitchen cupboard, flush system, fit filter |
| Itemised labour and materials | Lets customers compare like with like | Labour 2 days; boiler [make, model]; flue kit; filter |
| Extras | No surprises | Call-out, waste removal, skip, parking |
| Total and VAT | Customers need to know if VAT is on top | Total £[amount] including VAT at 20%, or “No VAT charged” |
| Exclusions | Avoids disputes | Making good of plaster, redecoration |
| Timing | Sets expectations | Start week of [date], 2 days on site |
| Payment terms | Deposit, stages, final payment | Deposit for materials, balance on completion |
| Validity | Protects you from price rises | Valid for 30 days |
| Guarantee and insurance | Reassurance | 12-month workmanship guarantee; public liability insurer |
| Cancellation information | Required if agreed at the customer’s home | See the next section |
On VAT: in the UK you must register once your taxable turnover goes over £90,000 in a rolling 12 months (gov.uk). If you are registered, say clearly whether prices include VAT; if you are not, say that no VAT is charged so customers are not left guessing.
Agreeing the job at the customer’s home: cancellation rights
Many jobs are agreed at the kitchen table after a site visit. In consumer law that is an off-premises (doorstep) contract, and the customer gets a cooling-off period.
| England, Wales, Scotland, NI | Republic of Ireland | |
|---|---|---|
| Cooling-off period for services agreed off-premises | 14 days from the day the contract is made (Consumer Contracts Regulations 2013) | 30 days from agreeing the service contract (CCPC guidance for doorstep agreements) |
| Starting work inside the period | Only if the customer expressly asks, recorded on a durable medium (paper or email); they then pay for work already done if they cancel | Check CCPC guidance and get the request in writing |
| If you forget the cancellation information | The cancellation period can be extended by up to 12 months | The right to cancel can also be extended |
Your right to cancel: as this agreement was made at your home, you can cancel within [14 / 30] days of today without giving a reason, by telling us in writing at [email / address]. If you would like us to start before the end of this period, please confirm by signing below; if you then cancel, you will pay for the work carried out up to that point.
I ask you to start the work before the end of the cancellation period: [signature, date]
Emergency call-outs have specific rules; if most of your work is urgent, check the regulations or your trade association’s guidance.
Quote template you can copy
QUOTATION Q-[number] – [date]
[Trading name] ([legal name], company no. [number] if limited) – [address] – [phone] – [email]
VAT no. [number] / No VAT charged
Public liability insurance: [insurer], policy [number]Customer: [name], [address] – Site: [site address]
Scope of work: [precise description]
1. Labour – [days or hours] – £[amount]
2. Materials – [item, make, model] × [qty] – £[amount]
3. Waste removal – £[amount]
4. Call-out / travel – £[amount]Total: £[amount] [including VAT at 20% / no VAT charged]
Not included: [exclusions]. Start: [date], approx. [duration] on site.
Payment: [deposit] on acceptance for materials, balance on completion by bank transfer.
This is a fixed quote, valid for [30] days. Any extra work will be agreed in writing before it starts.
Guarantee: [12] months on workmanship.Accepted by: [customer signature, date]
In Ireland, swap £ for €, VAT at the applicable Irish rate, and the 30-day doorstep cancellation wording above.
Beyond the legal bits: a quote that wins the job
- Sent within a day or two of the visit, while the customer is still keen
- Plain English lines, not just part numbers
- Makes and models of materials, so customers compare fairly
- Exclusions written out (making good, decorating, skip permits)
- A line about your guarantee and aftercare
- A link to your Google reviews and recent work
No reply after a week? Follow up once, politely; our quote follow-up email templates are ready to copy. To get better-described requests in the first place, see our tradesperson website guide, and to build trust before the visit, our guide to Google reviews for tradespeople.
Extra work and variations
The most common dispute is not the quoted price but the extras. Under a fixed quote, Citizens Advice notes that a trader generally cannot charge more unless the customer agreed to extra work. So:
- Stop and explain the issue to the customer, with a photo if possible.
- Write a short variation: what, why, how much, impact on timing.
- Get it accepted in writing (a signed note or a reply to your email) before you do it.
Variation to quote Q-[number]: while [doing X] we found [problem]. To fix it we need to [work], costing £[amount] [inc. VAT] and adding [time]. Please reply “Agreed” to this email if you would like us to go ahead.
Mistakes that cost tradespeople money
- Calling an estimate a quote: you are then held to the figure.
- One lump sum with no breakdown: customers cannot compare and assume you padded it.
- No validity period: you are stuck with old material prices.
- Unclear VAT: a £1,000 job that becomes £1,200 on the invoice loses trust, and often a review.
- Starting early on a doorstep agreement without a written request from the customer.
- Extras done on a verbal “yeah, go on”.
By trade
| Trade | Watch out for |
|---|---|
| Plumber, heating engineer | Make and model of boiler or cylinder, system flush, filter, warranty registration |
| Electrician | Certification included, making good after chasing walls |
| Builder, roofer | Scaffolding, skip, waste, weather contingencies, stage payments |
| Decorator | Number of coats, preparation, who supplies paint |
| Garage | Parts and labour split, written approval before any extra work |
See also Voxtya for tradespeople and for garages.
The steps at a glance
Steps for a clear, legally sound quote for trades work in the UK or Ireland.
- Visit or get full details. Scope, access, photos, the customer’s timing.
- Decide quote or estimate. Fixed price if you can see all the work; estimate with reasons if not.
- Itemise. Labour, materials with makes and models, call-out, waste and other extras.
- Add totals, VAT and terms. Total, VAT status, exclusions, timing, payment terms, validity.
- Add cancellation information. If agreed at the customer’s home: 14 days in the UK, 30 days in Ireland.
- Send fast and follow up. Send within a day or two, follow up once, get written acceptance.
Do it without spending your evenings on it
Voxtya website with quote requests
A website built from your Google listing, a quote form tailored to your trade, every request by email with simple follow-up. €29/month, 30-day free trial.
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Sources
The rules quoted in this guide come from these official pages, checked on October 18, 2026.