How to Write a Quote for a Job + Free Quote Template

1. Start with a template

A digital, easily repeatable template shows your clients you’re running a serious small business. You can create your own template in a Google Sheet or Doc, Microsoft Word, or Excel—or make it easy on yourself and use our pre-made quotation template.

2. Add your business and contact information

Your contact information on your quote should be clear, accurate, and easy to find. If your potential client has any questions, they need to be able to see it and get in touch quickly.

This information should include your:

• Business name
• Address
• Phone number
• Email address

2. Enter your quote number

Similar to an invoice number, a quote number is a unique, sequential number you assign to each quote you send to clients. Quote numbers help you keep track of your quotes and are easy to organize if you use a CRM.

Your quotation number should be visible at the top of your estimate so it’s quick to spot. 

Here’s what else you need to know:

• They can be alphanumeric, including both letters and numbers (no special characters or symbols)
• Usually between 3-5 digits long, depending on how you organize your quotes
• May also include a client’s name or initials

3. Add your customer information

Next, it’s time to add your client’s information as the quote recipient. This includes their name and address. You can also add their phone or email address here too.

5. Add the date of issue

The issue date is the day you sent your quote to the client. This date is important because it’ll be your record of when the quote was sent.

You should also include a timeframe for how long the quote is valid. Service pro Adam Sylvester of Charlottesville Gutter Pros recommends including an expiry date if you’re in an industry where material costs or demand fluctuate. You don’t want to get stuck pricing a low amount because you left the quote open. 

A quote expiration date is usually within 14-30 days, with 30 days being the most common.

6. Enter an itemized list of your services

List each product or service you’ll provide and their associated costs. This list is known as writing an itemized quote.

Include a brief but detailed description of the items, quantities, unit price, and total price per item (if applicable). This step is where you demonstrate your value as a service provider. 

If you’re using our template, the total for each line item will be automatically applied. Add your tax rate if applicable, and your quote total will appear at the bottom.

7. Specify quote terms and conditions

A quote isn’t complete without terms and conditions. The T&Cs are where you lay out your and your customer’s responsibilities. A clear estimate disclaimer helps you avoid client disputes and sets expectations from the start.

Quote terms and conditions can include:

• Payment terms. Include whether or not you require a deposit upfront, the various payment methods you accept (check or credit card), and when you expect to be paid.
• Additional work costs. If the project involves additional work, you can protect your business from missing out on payment by including additional work costs in your terms and conditions.
• Unforeseen changes to the project. This is especially important for businesses that work outside and rely on good weather conditions to get the job done.

8. Add additional details

After you’ve included the essential information above, make sure to add any extra notes, such as:

• If there is a discount on the price (i.e., if you’re applying a seasonal or referral discount)
• A signature section
• A note thanking them for their business

Professional service quote examples

Now that you know the basics of creating a quote using a simple template, we have some examples to help you improve your job management process using Jobber’s quoting software.

Company branded quotes

Using quoting software to create quotes shows prospective clients that you run a modern and professional business focused on the customer experience. 

You can add brand colors and your logo to your quote layout and customize all elements you want to show or hide on your estimates.

Best of all, this template is saved automatically and is repeatable with every quote you generate.

Quotes with images and optional line items

Another way to make your quotes stand out is to add images and optional packages as line items. 

Customize your quotes with the details of the work, along with pictures of your products and services or photos taken at the on-site assessment.

In this example, clients can select the optional add-ons or premium services that fit their needs. This prevents a lot of back-and-forth with the client and lets you upsell your services. (Service businesses that include add-ons see an average revenue increase of 35%).

How to send quotes to your customers

Now that you know how to make a quote for a client (and look extra professional, too), you need to send it to your prospect to win the job.

But before you do that, you must determine the best time to send a quote to a client.

A good rule of thumb is to send a quote as soon as possible or just after the client contacts you to request it. Otherwise, aim to send it within 24 hours of the first contact.