Quote template for service businesses
Use this quote template whenever a customer asks what a job will cost. It spells out the work, the price, what’s not included and how to say yes, so the customer can decide without calling you back.
The template
QUOTE #[number] Date: [date]
[Business name] · [phone] · [email] · [license # if your trade needs one]
Prepared for: [customer name]
Job address: [address]
WHAT WE'LL DO
[One or two plain sentences describing the job, the way the customer would describe it.]
LINE ITEMS
1. [Item or task] [qty] x $[unit price] = $[total]
2. [Item or task] [qty] x $[unit price] = $[total]
3. Labor: [hours or flat rate] $[total]
Subtotal: $[amount]
Tax: $[amount]
TOTAL: $[amount]
WHAT'S INCLUDED
- [e.g. haul-away of old parts]
- [e.g. clean-up of the work area]
NOT INCLUDED
- [e.g. drywall repair after access]
- [e.g. permits, if needed, billed at cost]
TIMING
We can start [date or "within X days of approval"]. The job takes about [time].
PAYMENT
[e.g. 50% deposit to book, balance due on completion.] We accept [methods].
THIS QUOTE IS GOOD UNTIL: [date, usually 30 days out]
TO GO AHEAD
Reply "yes" to this message, or sign below and send a photo.
Signature: ______________________ Date: ____________How to fill it in
- Number every quote. You’ll find it fast when the customer calls back three weeks later.
- Describe the job in the customer’s words. Write “Replace leaking water heater”, not a part number.
- Split labor from materials. It shows the customer where the money goes and makes the price easier to accept.
- Always fill in “Not included”. It heads off arguments at the end of the job about what the price covered.
- Set an expiry date. Material prices move, and a deadline gets a decision.
- Make the yes-step one action. “Reply yes” beats “call our office to schedule”.
Before you send it, run the numbers through the profit margin calculator to check the job is worth taking.
Short version (for small jobs, by text)
Hi [name], here's your quote from [business]:
[Job] — $[total], including [what's included].
Not included: [item].
We can do it [date]. Reply YES to book. Good until [date].Follow-up (send 2 days later if no answer)
Hi [name], just checking you got the quote for [job]. Happy to answer any questions or adjust it. The price holds until [date].