How to Write a Quote for a Building Job (That Actually Gets Accepted)

Getting quoting right can be the difference between winning the job and losing it to someone who just gave a better-looking price sheet. Here's how to write quotes that are professional, clear, and get accepted.

What every quote must include

A professional quote for a building or trade job should always have:

• Your business name, address, and contact details — including your phone number and email
• The customer's name and address
• A unique quote reference number — essential for your records
• The date the quote was issued and a valid-until date (typically 30 days)
• A breakdown of the work — itemised where possible
• Materials and labour separated — customers appreciate transparency
• Your VAT number (if VAT-registered) and the VAT amount
• Payment terms — when you expect to be paid and how

How to price it right

The biggest mistake tradesmen make is underquoting to win the job and then losing money on it. When pricing:

1. Calculate your materials cost — and add a buffer of 10–15% for waste or unexpected items
2. Estimate your labour hours honestly — don't be optimistic
3. Add your overhead costs — van, insurance, tools, and your time running the business
4. Check what the market is charging — you don't need to be the cheapest, you need to be fair

If the customer pushes back on your price, explain the breakdown. A customer who understands what they're paying for is less likely to haggle.

What to do with materials

Specify in your quote whether materials are supplied by you or by the customer. If you're supplying them, list them out:

Supply and fit 10m of 22mm copper pipe — £85
Supply and fit 2× isolating valves — £40
Labour (4 hours) — £200

This makes it much harder for customers to dispute the bill at the end.

Setting a valid-until date

Always put an expiry date on your quote. Material costs change, and your diary fills up. A quote without an expiry date can come back to haunt you months later.

A typical validity window is 30 days. After that, if the customer wants to proceed, you issue a revised quote.

Follow up

If you've sent a quote and haven't heard back after a week, follow up. Most customers simply forget. A quick text or call to check if they have any questions is professional and often seals the deal.

Use software to make it easy

Manually typing up quotes takes time and introduces errors. Job management software like AntHill HQ lets you build itemised quotes in minutes, generate a PDF automatically, and send it directly to your customer with a one-click acceptance link.

When the customer accepts online, you can convert it to an invoice in one click — no re-keying, no mistakes.