How to Write a Quote for a Job: A Guide for Service Pros

1. Choose a template

While you can create quotes manually, using a template keeps them consistent and ensures you don’t miss important information. 

That said, you have various options depending on your needs and budget. You can create your own template or download one from Microsft Word or Google Docs, or you can use Jobber’s free quotation template. 

No matter which template you choose, make sure it covers all the necessary information, such as: 

• Your business name and contact details
• A unique quote number
• The client’s name, address, and phone number
• The date it’s being issued
• A list of products and services with prices
• Any relevant estimate disclaimers
• An expiry date, if relevant
• The total amount due

2. Add your business details

Your contact information should be clear and easy to find so that customers can reach out with questions or to approve your quote. 

Every professional job quote you send out should have: 

• Your business name
• Address
• Phone number
• Email address

Pro Tip: To boost professionalism and give potential customers a great impression, use quoting software like Jobber to customize your quotes with a logo and brand colors.

3. Enter customer information

Next, do the same for your potential client’s information. Otherwise, you won’t be able to tell who you quoted for what. 

It’s best to include their: 

• Name
• Address
• Phone number
• Email address

Not only does this keep estimates organized but having a customer’s contact information on file makes it easy to send a quote follow-up down the road if you need to.

4. Number your quote

Similar to an invoice number, each quote you create should have an individual quote number. Quote numbers help you track, organize, and file quotes so you can quickly pull them up and refer back to them as needed. 

If you use a CRM like Jobber, it can automatically generate and assign them for you. 

But if you add them manually, follow these best practices: 

• They should only include letters and numbers 
• They should be about 3-5 characters long
• For easy retrieval, include a client’s name or initials

5. Add the issue date

The date of issue is the day you send your quote. It’s important to include for a few reasons: 

• It prevents disputes caused by fluctuating prices. If a customer waits three months after you send a quote to book a service, material, labor costs, or service price increases may affect the total. An issue date clarifies when the quote was created and what costs it reflects. 
• It begins the validity period. If your quote has a disclaimer stating it will expire within a specific timeframe (like two weeks), the issue date determines when the validity period begins. 
• It serves as a reference point for timelines and schedules. The issue date reflects your availability at the time a quote was created. If a customer delays booking and your schedule changes, you can refer back to the issue date for clarification. Like if the initial quote was sent during your off-season and now you’re booked solid.

6. Enter each product and service you’re providing

Include a list of each product and service you’re providing—and the costs associated with each one. This is called an itemized quote. 

Itemized quotes tell clients what they’re paying for and how much each line item costs. They foster transparency, make total costs easier to understand, and give clients a chance to add or remove items to suit their budgets. 

To make this section of your quote as clear as possible, include: 

• A brief description of each item
• The quantity 
• Unit price
• Total price per item

It should cover everything the client will need to pay for, like materials, labor, products, and any additional costs like a demolition or delivery fee. But it doesn’t need to be super detailed. Think of it as more of a short-form bullet list than a comprehensive paragraph for each item.

7. Specify your terms and conditions

Quote terms and conditions outline the relationship between you and a client before it officially begins. They’re what keep you on the same page about payments, job scope, and timelines. 

For example, quote terms and conditions can specify: 

• Whether a deposit is due upfront
• Which payment methods you accept
• When a client must pay by
• How to handle costs that go beyond the initial project
• What you do and don’t guarantee or provide a warranty for
• Client responsibilities, like clearing the work area
• If the quote expires and when

You can either include them in the notes section of your quote, or as a separate “terms and conditions” paragraph depending on the template you choose.

8. Add the finishing touches

The last thing you need to do before you send a quote to a prospective client is to add any additional details, such as: 

• The total due, including taxes and fees
• Any relevant discounts or promotions
• A place for the client to sign or approve your quote
• A thank you note
• Clear next steps, like whether they need to approve the quote or schedule the service

Once that’s done, your quote is ready to send.

How to send a quote to a potential client

When it comes to sending a quote to a client, you have a few different methods to choose from. You can provide quotes to clients: 

• Via letter mail
• In-person
• Via email or text message

Best practices for writing job quotes

Quotes are the perfect opportunity to showcase your professionalism, impress potential clients, and book more jobs. But only if they’re done well. When you write a service quote, make sure to: