Sending a quote sounds simple. But how you send it — the format, the timing, the follow-up — determines whether you win the job or lose it to someone who just looked more professional on paper.
This guide covers everything: what to send, when to send it, and how to make sure your quote actually gets read and accepted.
The Difference Between a Quote and an Invoice
Before anything else: a quote is not an invoice. A quote is an offer — it tells the client what you’ll do and what it will cost, before the work begins. An invoice is sent after the work is done (or at agreed milestones) requesting payment.
Sending the wrong document at the wrong time creates confusion and looks unprofessional. Always send a quote first, get approval, then invoice.
What Format Should a Professional Quote Be In?
The format matters more than most people think:
- Plain text email: Fast to send, but looks like you didn’t try. Easily missed or ignored.
- Word/Google Doc: Editable, which is a problem — clients can accidentally change it.
- Spreadsheet: Fine internally, terrible to send to a client.
- PDF: The professional standard. Looks polished on any device, can’t be accidentally edited, and feels official.
Send your quotes as PDF. Always.
When to Send Your Quote
Timing is a real competitive advantage:
- Same day as the site visit or discovery call — ideal. Shows you’re organized and keen.
- Within 24 hours — still strong. Most clients are still deciding.
- 2–3 days later — acceptable, but you’ve likely lost some momentum.
- A week or more — the client has probably moved on or gone with someone else.
Speed signals professionalism. A client who receives your quote the same day you visited them is already impressed before they’ve read a word.
How to Send the Quote: Step by Step
Step 1: Create the Quote
Use a professional tool. OfferKit lets you create a polished, branded PDF quote in under 2 minutes — from your phone, at the site, before you drive home.
Step 2: Write a Short Covering Email
Don’t just attach a PDF with no context. Write a short, professional email:
Hi [Client Name],
Thanks for showing me around [the property/project] today. I’ve put together a quote for the work we discussed — please find it attached.
The quote is valid until [date]. Happy to answer any questions or adjust the scope if needed.
Best,
[Your name]
Short, clear, professional. No waffle.
Step 3: Set an Expiry Date
Always include an expiry date on the quote itself — typically 7–14 days. This creates urgency, protects you from material price changes, and stops clients sitting on quotes indefinitely.
Step 4: Follow Up
If you haven’t heard back in 3–4 days, send a brief follow-up:
Hi [Client Name], just checking you received the quote I sent on [date]. Happy to answer any questions or jump on a quick call.
Most contractors never follow up. This single step can double your quote acceptance rate.
Common Mistakes When Sending Quotes
- Sending from a personal email address — use a business email wherever possible
- No logo or branding — clients need to remember who sent this
- Forgetting to attach the PDF — check before hitting send
- Being too formal or too casual in the email — match the client’s tone
- Not specifying what’s NOT included — this protects you from scope disputes later
- Sending without a follow-up plan — most jobs are won in the follow-up
What to Do When a Client Pushes Back on Price
Price objections are normal. When they happen:
- Don’t immediately discount — ask what their budget is first
- Offer to reduce scope — remove line items rather than cut your margin
- Explain your pricing — a well-itemized quote makes this easy
- Hold your price if you believe it’s fair — clients who grind you down before the job starts often become your worst clients
Send Your Next Quote Professionally
OfferKit makes it easy to create and send professional PDF quotes in minutes, directly from your phone or desktop. Your logo, your line items, your terms — in a format that wins trust.
Try it free, no account needed.
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