You’ve just come back from a site visit. The client is keen. They want a number by tomorrow. So you scribble something on a notepad, send a rough estimate over WhatsApp, and hope for the best.
This approach loses jobs — not because your price is wrong, but because your quote looks untrustworthy. Here’s how to quote a job properly, win more work, and protect yourself legally.
Why Most Contractor Quotes Fail Before They’re Even Read
The majority of contractor quotes are sent as:
- A rough number typed into a text message
- A plain email with a total and no breakdown
- A handwritten note or informal conversation
The problem isn’t the price — it’s the presentation. A client comparing two contractors of equal skill will almost always choose the one whose quote looked more professional. That quote signals reliability, organization, and trustworthiness.
What Every Contractor Quote Must Include
A proper contractor job quote isn’t just a price. It’s a document that protects both you and your client. Include:
Your Business Information
- Business name and logo
- Contact number and email
- Any trade registrations or license numbers (adds credibility)
Client Information
- Full name and address of the property or project
- Email address (for sending the quote and future correspondence)
Scope of Work
This is the most important section. Break down every task separately:
- Labour costs (itemized per task where possible)
- Materials (list what’s included, what the client supplies)
- Anything explicitly NOT included — this protects you from scope creep
Pricing and Totals
- Subtotal before tax
- Tax rate and amount
- Total including tax
Terms and Conditions
- Deposit required (typically 20–30% upfront)
- Payment schedule for larger jobs
- Quote validity period (7–14 days is standard)
- What happens if the scope changes mid-job
Step-by-Step: How to Quote a Contractor Job
Step 1: Do the Site Visit Properly
Never quote from a phone call alone. Visit the site, measure everything, look for complications (old plumbing, asbestos risk, access issues). Unpleasant surprises mid-job are expensive for everyone.
Step 2: Calculate Your Costs
Add up:
- Labour: hours × your day rate, per task
- Materials: get supplier quotes, add 10–15% for wastage
- Equipment hire if needed
- Subcontractors if you’re bringing anyone in
- Your overhead and profit margin (typically 15–25%)
Step 3: Create the Quote Document
Use a dedicated tool like OfferKit rather than Word or a spreadsheet. Enter your line items, set your tax rate, add your logo, and set a 10-day expiry. The result is a professional PDF you can send immediately.
Step 4: Send It Quickly
Speed matters. Clients often go with the first professional quote they receive. Same-day turnaround on quotes is a competitive advantage most contractors don’t use.
Step 5: Follow Up
If you haven’t heard back in 3–4 days, follow up. A simple “Just checking you received the quote — happy to answer any questions” wins jobs. Most contractors don’t bother.
How Much Should You Charge?
Undercharging is the most common contractor mistake. When calculating your rate, account for:
- Unpaid time: quoting, admin, travel, client calls
- Gaps between jobs: you won’t be booked 52 weeks a year
- Tools and vehicle costs
- Insurance
- Tax: unlike employees, you pay your own
A good rule: take what you think you need to earn, double it, and that’s likely closer to your true required rate.
The Fastest Way to Create Professional Contractor Quotes
OfferKit lets you create a professional, branded PDF quote in under 2 minutes from your phone. Fill in the line items from the site visit, generate the PDF, and send it before you’ve left the client’s driveway.
Start for free — no account, no setup, no design skills needed.
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