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

May 1, 2024 8 min. read

Creating and sending professional-looking job quotes fast sends a good first impression and can help you win more work. 

Learn how to write a professional quote with step-by-step instructions using our free template. Plus, we share the best ways to send digital quotes to potential clients to help you get bigger and better jobs.

Follow our simple eight-step quoting process below to create your digital quote.

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
Adding business information to a quote template

Pro Tip: Save a copy of your quote template with this information so you don’t need to enter it every time. Or, use quoting software to create, send, and track professional quotes that include images and optional line items.

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
Adding a unique quote number to your quote.

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.

Include customer information on your quote

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.

Including a send and expiration date on quotes.

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.

An itemized list of products or services on a quote.

A good quote should help your customers understand what you’re providing and what they’re getting in return. It’s also essential to account for your labor costs and accurately price your services

You should also include anything on the quote that is not included in the job’s cost. For example, if you are quoting a job for a kitchen renovation and charging a fee for demolition, you should mention that in the quote.

READ MORE: Get pricing help with our industry pricing guides

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.
Including terms and conditions on your quote helps avoid disputes.

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
Be sure to add any additional notes and thank the client for their business on your quote.

And that’s it! Your quotation is complete. Hit save and send it to your client for review and approval.

Learn from the Pros

Want to see a quotation process in action? Here’s how Graham Audenart of Painters Enterprise does it with Jobber’s field service software:

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.

Creating a branded quote template in Jobber
There are many options to customize your quote template in Jobber.

Here’s an example of the full quote with branding, created following our quotation process above and Jobber’s quoting software:

Example of a professional service quote built with Jobber.
Example of a quote for a job made in Jobber

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%).

Example of an itemized quote with optional add-ons made in Jobber
Example of an itemized quote with optional add-ons made in Jobber.

By including pictures in our quotes, our customers can easily identify which service we’re talking about as well as know what to expect from us.

It eases their concerns because it shows we’re being totally transparent and forthcoming in our bidding process and makes us stand out from the other 5 bids they got.

Cameron Carson Worried Bird Window Washing

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.

Option 1: Send quotes by email

Emailing a quote to a client is the best way to present it. Emails are professional and easy to track and follow up on.

When sending a job quotation, keep the subject line simple and the message brief and friendly. Attach the PDF quote and hit send.

If you’re using quoting software like Jobber, this part of the process is automated. Simply create your quote in the app, and Jobber will automatically generate the email copy and a branded link to view the quote. Your customers can then either approve it or request changes online.

Here’s a sample of a quote sent by email with Jobber:

Sample quote email you can send to a client.
Email template for sending a quote to a client

Clients can also get PDF attachments for their records.

Attach PDF quotes to your email in Jobber.
How to email a quote PDF to a client using Jobber

Option 2: Send a quote by text message

Another option is to text the quote directly to your client. A text message makes quote delivery even easier—homeowners are very likely to notice, check, and respond to their text messages.

Sending quotes by text also makes you look like a modern, tech-savvy business, even if you’re a one-person team operating out of your home.

Example of a quote delivered by text message using Jobber

Just like automated quote emails, clients can view, approve, or request changes to the quote right from their phone when you use Jobber’s field service software.

Your client can view and approve their quote in this text message in client hub, their self-serve customer portal. You can customize the text message as you see fit.

Don’t forget to follow up

Sending a professional, well-written quote is like getting your foot in the door. But it’s the quote follow-up that closes the deal.

Clients and prospects get busy. They may have multiple quote requests or projects on the go, so it’s normal for them to forget to approve your quote, even if you’ve put an expiry date on it.

A well-timed follow-up is usually all prospects need to hit “approve.” And all you need to do? Practically nothing!

Pro Tip: Jobber’s quote follow-up feature automatically sends follow-ups to clients you haven’t heard back from. You can customize the message and time frame so it feels like sales are closing themselves.

You should follow up on a quote.

Using Jobber makes this super easy because they do automated follow-ups, and you can set that up however you want, as many as you want.

Mitchell Gordy MITHGO Outdoor Services LLC

You’re on your way to win more jobs

Quoting jobs may seem tedious, but a professional quote template or software will make you look polished and professional. They’ll also help you win more of the jobs you want.

Remember: Before sending your quote, always double-check that everything is correct. That includes fixing typos or incorrect prices so your quotes are as professional as you are.

Get more winning quote secrets from our network of service pros:

Originally published November 2019. Last updated May 1, 2024.

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