How to write a job quote customers understand

Last updated November 2, 2026. All guides

A clear quote gives one total, then says what’s included, what isn’t and what the price assumes. Show the customer the labor and materials totals, keep your working for yourself, and call it an estimate if your hours are a rough guess. Before you send it, settle the work you didn’t mention.

What goes in a quote

• The total, with labor and materials shown separately: “$660 ($520 labor, plus $140 stain).”
• Included: the work you’ll do, including ordinary prep the job needs.
• Not included: two or three things a customer could reasonably assume are covered. For painting a room, that might be ceilings, trim and drywall repairs.
• Assumes: the conditions your price depends on, such as clear access or dry weather.

Quote or estimate?

A quote is a fixed price. An estimate is your best guess, and the final bill can change. If your hours are rough (“about 8 hours”), call it an estimate. In some places a written quote can hold you to the price, so if that matters to you, check with your lawyer.

Show the math, to yourself

Work out the total line by line: hours x rate = labor, then labor + materials = total. Keep that working with your copy. You can show customers the labor total instead of your hours and hourly rate, which keeps the conversation on the job rather than on how long each part should take. If you’d rather show your rate, that’s your call.

Four things to settle before you send

1. The work you didn’t mention. If a customer might expect it, decide whether it’s part of the job, and say so either way.
2. Any prep you added, and whether your hours cover it.
3. Whether this is a fixed price or an estimate.
4. Tax, and how long the price holds. Leave both out until you’ve decided.

Example: staining a deck

Mistakes to avoid

• Guessing a price or hours you haven’t worked out. A wrong number in a quote can cost you the job or your margin.
• Promising things you haven’t decided, such as a start date, a warranty or deposit terms.
• Sales language such as “thank you for this opportunity” or “competitive pricing.” Use plain words and short sentences.

Questions

Should I include tax?

If you charge it, show it on its own line. If you’re not sure what applies to the job, ask your accountant.

How long should a quote hold?

That’s your decision, and it depends on how fast your material prices change. Whatever you choose, write it on the quote.