Quote Writing Tips: Winning Work and Avoiding Disputes

A good quote wins work and sets expectations clearly. A poor one loses jobs or leads to disputes. Here's how to write quotes that work for everyone.

What to Include

Every quote should contain:

• Your business details and contact information
• Customer name and address
• Date and validity period
• Detailed description of work
• Itemised pricing where appropriate
• Payment terms
• Any exclusions or assumptions

Describing the Work

Be specific enough that:

• The customer understands exactly what they're getting
• You know exactly what you're providing
• There's no room for "I thought that was included"

Vague quotes lead to disputes. Detail protects everyone.

Pricing Strategies

Different approaches work for different jobs:

• Fixed price: Customer knows exact cost, you carry risk
• Day rate: You're covered, customer has uncertainty
• Hybrid: Fixed for defined work, day rate for extras

What to Exclude

Clearly state what's NOT included:

• Making good around your work
• Decoration after installation
• Unforeseen problems (rot, asbestos, etc.)
• Disposal beyond normal waste
• Access equipment if not discussed

Assumptions

State what you're assuming:

• Power and water available
• Clear access to work areas
• Permits or approvals if required
• Decisions made by certain dates

Terms and Conditions

Include your standard terms covering:

• Payment stages and timing
• How variations are handled
• Cancellation policy
• Limitation of liability

Presentation

Professional presentation matters:

• Clean, readable layout
• Your logo and branding
• No spelling mistakes
• Easy to understand at a glance

Following Up

After sending a quote:

• Confirm receipt
• Ask if there are questions
• Follow up if no response in a reasonable time
• Be prepared to discuss and negotiate

Good quotes build trust and set the foundation for successful projects.