Guide
How to Write a Quote That Wins the Job
A good quote does two jobs at once. It tells the client exactly what they are paying for, and it makes you look like a business worth hiring. Here is how to write one that is clear, professional and easy to say yes to, step by step.
Written by Brendan Bosekeng
What to put in a quote
A complete quote has a small number of parts, and each one removes a reason for the client to hesitate. Include your business name, logo and contact details, the client's name and details, a unique quote number, the date you sent it and the date it is valid until.
Then the heart of it: an itemised list of the work with a price against each line, a subtotal, any tax, and the total. Finish with your terms, such as any deposit and how payment works, and a short line on what happens when they accept.
Write it step by step
Start with the scope. Break the job into clear line items rather than one lump sum, because an itemised quote is easier to trust and easier to adjust if the client wants to add or drop something. Give each line a plain description and a price.
Add your totals and tax, set a deposit if the job warrants one, and state how long the quote holds. Keep the language simple and specific. A quote that reads clearly is a quote that gets accepted faster.
Price it with confidence
Quote the value of the work, not just the hours. If a job has real up-front costs, such as materials or a subcontractor, it is normal to ask for a deposit so you are not funding the work yourself. A 30 to 50 percent deposit is common and easy to justify.
Do not race to the lowest number. A tidy, well-presented quote at a fair price beats a scribbled cheaper one, because the client is buying reliability as much as price.
Set an expiry date
Every quote should say how long it is valid, usually 14 or 30 days. This protects you if your costs change, and it gives the client a gentle reason to decide rather than sitting on it. A simple line such as valid for 30 days is enough.
Turn an accepted quote into an invoice
When the client says yes, you should not have to retype anything. The quote already lists the work and the prices, so the same document becomes the invoice once the job is done or the deposit is due. Keeping the quote and invoice consistent avoids confusion and disputes later.
A quote is not an invoice, though. A quote is a price offer before the work; an invoice is the request for payment after it is agreed. If that distinction is fuzzy, read invoice vs quotation for the full picture.
