How to Write a Quote for a Job

Do you work as an electrician or a plumber? Then you probably know how important it is to give a good quote for a job.

A quote is a way of telling your potential client what you can do for them, how much it will cost, and what the conditions are. A good quote can make a big difference in getting more work, building trust, and avoiding any problems.

But writing a quote for a job can be tricky. So how do you make it clear, professional, and convincing?

Don’t worry, your old pal Fergus has got you covered!

In this article, we'll show you some tips and best practices on how to write a quote for a job, and we'll also give you an example of a quote that you can use as a template, if you want.

What to Include in a Quote for a Job

A quote for a job should include the following information:

• Your business details: Your name, address, phone number, email, website, and logo. This helps to identify your business and establish your brand.
• Your client's details: The name, address, phone number, and email of the person or company that you are quoting for. This personalises your quote and avoid confusion.
• A quote number and date: A unique number and the date that you issued the quote. Do this every time to stay organised.
• A description of the project: A brief summary of the work that you are proposing to do, including the scope, specifications, and objectives. This clarifies your offer and sets expectations.
• A breakdown of the costs: A detailed list of the materials, labour, and other expenses that you will charge for the project, along with the total amount. This justifies your price and shows transparency.
• A timeline and schedule: An estimate of how long the project will take and when you will start and finish the work. Here, you can set expectations and demonstrate your professionalism and reliability.
• A validity period and expiration date: The time frame that your quote is valid for and the date that it will expire. Do this if you want to create a sense of urgency and encourage your client to accept your quote quickly.
• A payment method and terms: Keep yourself protected and avoid disputes further down the line by detailing the way that you will accept payment and the terms and conditions that apply, such as deposit, due date, late fees, and warranty.
• A call to action and signature: A clear and polite statement that invites your client to accept your quote and sign it. This helps to close the deal and confirm your agreement.

How to Write a Quote for a Job: Best Practices

Here are some best practices that you should follow when writing a quote for a job:

• Use a professional format and layout: Use a template or a software tool that can help you create a quote that looks neat, consistent, and easy to read. You can also use your own letterhead or add your logo to make your quote more attractive and memorable.
• Use clear and simple language: Avoid using jargon, slang, or technical terms that your client may not understand. Use short sentences and bullet points to make your quote easier to scan and comprehend.
• Be accurate and realistic: Make sure that your quote reflects the actual scope, cost, and duration of the project. Do not underestimate or overestimate your prices or time frames, as this may lead to dissatisfaction or disputes later on.
• Be specific and detailed: Provide enough information and explanation to avoid confusion. For example, if you are charging for materials, specify the type, quantity, and quality of the materials that you will use. If you are charging for labour, specify the number of hours and the hourly rate that you will charge.
• Highlight your value: Explain why your client should choose you over your competitors. Emphasise your skills, experience, and qualifications, as well as the quality, efficiency, and safety of your work. You can also include testimonials, references, or portfolio samples to showcase your previous work and results, if you want to go the extra mile.
• Be polite and courteous: Use a friendly and respectful tone throughout your quote. Thank your client for their interest and consideration, and express your enthusiasm and confidence in working with them. 

An Example of How to Write a Quote for a Job

To help you write your own quote for a job, here is an example of a quote that an electrician might send to a client who needs a new lighting system for their kitchen:

John Smith Electrician

123 Main Street Manchester

M1 2AB 

Phone: 01234 567 890

Email: johnsmith@email.com 

Website: www.johnsmithelectrician.com

Jane Doe

123 High Street Manchester

M2 3CD

Phone: 09876 543 210 

Email: janedoe@email.com

Quote Number: Q-001

Date: 06/03/2024

Dear Jane,

Thank you for contacting me about your kitchen lighting project. I am pleased to provide you with this quote for the work that you require.

Project Description:

• Install a new LED lighting system for your kitchen, including recessed lights, under-cabinet lights, and pendant lights.
• Replace the existing wiring, switches, and outlets with new ones that meet the current safety standards and regulations.
• Test and inspect the new lighting system to ensure its proper functioning and performance.

Cost Breakdown:

• Materials: £300
• LED lights: £200
• Wiring, switches, and outlets: £100
• Labour: £400
• Installation: £300 (10 hours x £30 per hour)
• Testing and inspection: £100 (2 hours x £50 per hour)
• Total: £700

Timeline and Schedule:

• The project will take approximately 12 hours to complete.
• The work will start on Monday, 11/03/2024 and finish on Tuesday, 12/03/2024.
• The work will be done between 9:00 am and 5:00 pm on both days.

Validity Period and Expiration Date:

• This quote is valid for 14 days from the date of issue.
• This quote will expire on 20/03/2024.

Payment Method and Terms:

• A 50% deposit of £350 is required upon acceptance of this quote.
• The remaining balance of £350 is due upon completion of the work.
• Payment can be made by cash, cheque, or bank transfer.
• A receipt will be issued upon payment.
• A 12-month warranty is provided for the materials and labour.
• A late fee of 10% will be charged for any overdue payments.

Please review this quote and let me know if you have any questions or concerns. If you are happy with this quote, please sign below and return it to me by email or post. I look forward to working with you on this project.

Sincerely,

John Smith Electrician

Signature: ___________________________

Date: _______________________________

Acceptance of Quote:

I, Jane Doe, accept this quote and agree to the terms and conditions stated above.

Signature: ___________________________

Date: _______________________________

Job Quotes, Made Easier

Writing a quote for a job is an important skill that can help you win more clients, increase your reputation, and avoid conflicts.

But let’s be honest, writing job quotes can be tedious, time-consuming and stressful. 

That's why you should use Fergus, a software tool that can help you create and manage your quotes easily and efficiently.

With Fergus, you can:

• Generate quotes in minutes using our templates and customisable options
• Send quotes to your clients by email or text with a click of a button
• Track the status of your quotes and get notified when they are viewed, accepted, or declined
• Convert your quotes into invoices and collect payments online
• Store and access your quotes anytime, anywhere, on any device

Fergus is designed to help electricians and plumbers like you save time, money, and hassle on the admin side of your business. Whether you need to quote a small or a large project, we can handle it all.

So what are you waiting for?

Sign up for a free trial today and make your quoting process easier and faster. 

You'll be glad you did. 😊