A clear quote prevents most arguments before they start. It says what you will do, what it costs, what is not included and how long the price stands.
Quote, estimate or proposal?
- A quote is a fixed price for agreed work. If they accept, that is the price.
- An estimate is your best guess, which may change as the work goes on.
- A proposal explains the problem and your approach. It suits bigger jobs. There is a guide to writing a business proposal.
Say clearly which one you are sending. Many disputes start because the client heard "quote" and the business meant "estimate".
What every quote includes
- Your business details and the client's.
- A quote number and the date.
- A clear description of the work, broken into parts.
- What is not included.
- The price, with tax shown the way your country requires.
- Payment terms: deposit, due dates and how to pay.
- The timeline.
- How long the quote is valid.
A template
Quote 2031, 14 October 2026
For: Greenleaf Café, 12 Park Street
From: Lina Haddad Painting
Work: Paint the café interior: walls and ceiling of the main room (about 60 square metres), two coats, colours chosen by the client.
Included: Paint, covering and protecting furniture and floors, cleaning up after.
Not included: Repairing damaged plaster, painting doors or the kitchen.
Price: 1,850 dollars plus tax.
Payment: 30 percent deposit to book the dates, the rest on completion. Bank transfer or card.
Timeline: Three days, starting on a date we agree, outside opening hours.
Valid until: 14 November 2026.
To accept, reply to this email or sign below.
Write the scope tightly
The "not included" line is the most useful line in the quote. It turns future arguments into simple facts. "Repairing plaster was not part of the quote, but I can quote it separately" is easy to say when it is written down.
If the client asks for extra work later, quote it separately. There is help with that conversation in how to say no to a client.
Get the number right
The quote is only as good as the price in it. Work out your floor, check the market and think about the value to the client. The method is in how to price your services.
For jobs you quote often, write down your usual prices and how long each part takes. Then every quote is faster and more consistent.
Send it fast, and follow up
Send the quote while the conversation is fresh, ideally within a day or two. Then follow up a few days later with a short note, not a reminder of the price. If you hear nothing, use a short follow-up sequence.
When the work is done, send the invoice the same day. If it is not paid on time, use a polite invoice reminder.