How to Write a Job Quotation That Wins Work and Protects Your Margins

Most trade quotes get written in 10 minutes on the back of a spreadsheet. The problem isn't speed — it's what gets left out. A quote that's missing a validity period, doesn't separate materials from labour, or fails to account for CIS deductions creates disputes, eats your margin, and slows down payment.

Here's how to write a job quotation that wins the work and doesn't cost you money after you've done it.

What a Job Quotation Must Include

A professional quotation needs these elements. Miss any of them and you're inviting problems.

Your business details:

• Trading name and registered business name (if different)
• Business address and contact details (phone, email)
• Company registration number (limited companies)
• VAT registration number (if VAT-registered)

Customer details:

• Customer name and site address
• Contact details

Quote specifics:

• Unique quote number (QTE-001, QTE-002 — or whatever system you use, just be consistent)
• Date of issue
• Validity period (30 days is common practice among UK trades)
• Itemised breakdown of work, materials, and labour
• VAT (if applicable)
• CIS deduction rate (if you're quoting as a subcontractor)
• Payment terms (when payment is due, accepted methods)
• Exclusions and assumptions

The quote number matters more than you'd think. When the customer calls about "that job we discussed," a quote number saves both of you digging through emails.

How to Price the Work

There are two common approaches, and most trades use a mix of both:

Fixed price: You quote a total figure for the complete job. The customer knows exactly what they'll pay, and you carry the risk if the job takes longer than expected. Best for jobs where scope is clear and materials are predictable — a bathroom refit to a fixed specification, a rewire of a known property.

Day rate plus materials: You quote your daily or hourly rate and bill materials separately at cost (plus markup). Better for jobs where scope might change — maintenance work, reactive repairs, or jobs where you can't assess full scope until you start.

Whichever approach you use, always separate materials from labour on the quote. This is critical if CIS applies — deductions are calculated on the labour element only. If you lump everything together, the contractor may deduct CIS from the full amount.

Protecting Your Margins in the Quote

The quote is where margin protection starts — not after the job is done.

Price materials at today's cost plus contingency. Supplier prices change. If your quote is valid for 30 days and material costs rise 5% in that time, you absorb the difference on a fixed-price quote. Either add a materials contingency (5-10% is common) or shorten your validity period for materials-heavy jobs.

State what's excluded. "This quote covers the installation of 6 double sockets and a consumer unit replacement. It does not include making good plasterwork, decoration, or any additional circuits." Exclusions prevent scope creep from eating your profit.

Include a variation clause. "Any work requested beyond the scope of this quotation will be quoted separately before proceeding." One sentence that saves arguments later.

Account for subcontractor costs. If you're using subcontractors, factor in CIS deductions when pricing. The subcontractor's gross cost isn't your actual cost — you need to withhold CIS and pay it to HMRC. Our CIS Payments guide explains the deduction rates and calculation.

Quote vs Estimate: Know the Difference

This catches people out. In UK commercial practice:

• A quote is a fixed price for defined work. Once the customer accepts, you're generally expected to honour that price. In many cases, a quote can become legally binding when accepted — though the exact position depends on the terms, the form of acceptance, and the circumstances.
• An estimate is an approximate price. It tells the customer roughly what to expect, but the final cost can change.

Always state clearly whether your document is a "Quotation" or an "Estimate." If it says "Quote" at the top and the customer accepts it, you'll have difficulty charging more later — even if the job turns out to be harder than expected.

Sending and Following Up

Send the quote promptly. The trades that win work are the ones who quote within 24-48 hours of the site visit. Three days later and the customer has already accepted someone else's price.

Use a professional format. A PDF sent by email looks more professional than a text message with a number. Include your logo, keep the layout clean, and make sure the total is easy to find.

Follow up once. If you haven't heard back in a week, a short message ("Just checking you received the quote — any questions?") shows professionalism without being pushy. If they don't respond to the follow-up, move on.

Job Quotation Checklist

Before you send any quote, check:

1. Business details and customer details are correct
2. Quote number and date are included
3. Validity period is stated
4. Work is described clearly with quantities where possible
5. Materials and labour are itemised separately
6. VAT is shown (if VAT-registered)
7. CIS deduction rate is noted (if subcontracting)
8. Payment terms are stated
9. Exclusions are listed
10. Variation clause is included

A clean, complete quote tells the customer you run a professional operation. It also protects you when the job is done and it's time to invoice.

Build a quote now with the Trade Quote Calculator — enter your materials, labour hours, day rate, and markup to see a properly structured breakdown with VAT and CIS handled automatically.

This is general guidance on quoting practice, not legal advice. For questions about the legal status of your quotations, consult a solicitor.

Sources

• CIS contractor: make deductions and pay subcontractors — GOV.UK