AvoHow to Write a Quote for a Job (Step by Step, With Example)
How to write a quote that gets accepted and does not come back to bite you: the eight parts, how to describe the scope and the exclusions, pricing lines, validity.
Before you write: the three questions
- Do I know the scope well enough to fix the price? If not, send an estimate instead and say what would change the number.
- What is not included? Write the exclusions first; they are what protect you.
- What does the client need to decide? If they are comparing you with others, the quote has to be readable in one minute.
The eight parts of a quote
| Part | What to write |
|---|---|
| Header | Your business, contact, license; the client's name and the job address |
| Quote number and dates | Q-2026-007; date; valid until (30 days) |
| Scope | Two to five sentences: what will be done, where, with what; what is excluded |
| Priced lines | One line per task or item: description, quantity, unit price, amount; labor and materials separate |
| Totals | Subtotal, tax if any, total; optional items priced separately below the total |
| Payment terms | Deposit on acceptance, balance when, methods, late fee |
| Conditions | Access, client-supplied items, permits, change-order process, warranty |
| Acceptance | “Accepted by / signature / date” and how to accept (sign, reply, pay deposit) |
Writing the scope and exclusions
- Describe the finished result the client can picture: “Remove existing vanity, install client-supplied vanity and faucet, reconnect supply and drain, test for leaks, haul away old vanity.”
- List exclusions as plainly: “Excludes tile repair, painting, and any work on the existing drain line beyond the trap.”
- Name assumptions that affect price: “Assumes access to water shutoff and working condition of existing valves.”
- Say how changes are handled: “Work outside this scope is quoted as a change order before it starts.”
Pricing the lines
- Labor by hours × rate or as a flat price per task; materials by quantity × unit price. Clients accept a total they can see the parts of.
- Round sensibly. $1,284.17 looks computed; $1,285 looks decided. Both are fine; be consistent.
- Optional items go below the total as “Optional: … + $300”, so the base quote stays clean.
- Do not bury profit in a vague “misc” line. Put overhead into rates and prices, not into a line the client will question.
Validity, deposit and payment wording
Deposit of 30% ($925) due on acceptance; balance due on completion.
Pay by Zelle (208-555-0142), check, or card at the link in the email. Balances unpaid 15 days after completion accrue 1.5% per month.
To accept: sign below or reply “accepted” to the email. Work is scheduled when the deposit is received.
Filled example
| Description | Qty × rate | Amount |
|---|---|---|
| Remove existing bathroom vanity, cap supply lines | 1 | $120.00 |
| Install client-supplied 36 in vanity, top and faucet; reconnect supply and P-trap | 3 h × $85.00 | $255.00 |
| Supply lines, P-trap kit, sealant | 1 lot | $46.00 |
| Haul away old vanity | 1 | $40.00 |
| Total (valid until April 10, 2026) | $461.00 | |
| Optional: replace shutoff valves (2) | + $110.00 |
Mistakes that cause disputes
- No valid-until date: the client accepts in September at March prices.
- No exclusions: the client assumes the painting was included.
- “Approximately” in a quote: it is either a quote or an estimate; the word makes it neither.
- Deposit not mentioned until the invoice.
- Different line wording on the invoice than on the quote.
Fill it on your iPhone in a minute instead
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Questions
How do you write a quote for a job?
Describe the scope and exclusions in plain words, price each task and material on its own line, add a valid-until date, state the deposit and payment terms, and give the client a way to accept. Use a template so the layout is the same every time.
What should a quote include?
Your details, the client's, a number and dates, the scope with exclusions, priced lines, totals, payment terms, conditions and an acceptance line. The templates on this site have all eight.
How do I write a quote email?
Two or three sentences: thank them, summarize the job and the total, say the PDF is attached and how to accept, and when you could start. The quote itself carries the detail.
Should I include tax in a quote?
Show it as its own line if the job is taxable in your state (materials often are, labor often is not). Quoting “plus tax” without the amount invites a surprise at invoice time.
How detailed should a quote be?
Detailed enough that the client can see what they are paying for and what they are not, and that you can invoice from it without retyping. One page for most jobs; a scope paragraph plus eight to twelve lines.