How to Write a Quote for a Job

How Do You Write a Quote for a Service?

Getting a new lead is a great start, but securing the job takes more than just a conversation. You need to send a quote that clearly outlines the work, costs, and terms. A professional quote not only informs your client but also builds confidence in your services. It sets expectations, prevents misunderstandings, and helps you stand out from competitors.

A strong quote is not just a price list; it’s an opportunity to further your career. You can offer different pricing packages with low, mid-range, and premium options, along with their value. The way you present your quote can influence a client’s decision just as much as the numbers on the page.

Moreover, quoting consistently across all your jobs keeps your business organized and helps avoid costly mistakes. The right approach allows you to create quotes quickly without sacrificing accuracy. It also helps move projects forward faster and keeps your schedule full and your cash flow steady.

In short, a clear and professional quote makes it easier for clients to say yes.

Follow this guide to learn how to create a structured, detailed quote that improves your chances of winning jobs and building long-term client relationships.

Step 1: Choose a Quote Template

Before you start drafting a quote, pick a structured template to keep your pricing details uniform and easy to read. A well-designed template saves time, prevents missing key details, and presents your business professionally.

You have a few options for setting up a template. Design one from scratch using Microsoft Word or Google Docs, or download a pre-made version. Some business software tools also offer free templates tailored to different industries.

No matter how you build it, your quote layout must include essential details:

• Your business name, logo, and contact information

• A unique quote number for easy tracking

• The client’s name, address, and contact details

• The date the quote is issued

• A breakdown of products or services with corresponding prices

• A clear label stating whether it’s a "quote" or "estimate"

• Any disclaimers related to pricing or scope

• An expiration date if the offer is time-sensitive

• The total cost, including taxes or additional fees

Pro Tip

Make your template look polished and branded. Add your logo and business colors to reinforce credibility. Use a clear, professional font to improve readability. Keep the format structured so clients can quickly understand the information at a glance.

Include a field for special notes. Whether it’s a discount for first-time clients or a reminder about deposit requirements, small touches like this can make your quote more effective.

Once your template is ready, filling in job-specific details becomes a breeze. With this first step complete, you’re set up for a smooth quoting process.

Step 2: Specify Your Terms and Conditions

Laying out clear terms and conditions establishes expectations and builds a sense of transparency before work begins. It also provides a written reference if questions arise later. Below listed are some payment terms, job scope, and responsibilities that you can mention in your quote to avoid disputes and misunderstandings

• Payment Structure: State whether a deposit is needed upfront, when payments are due, and which payment methods you accept.

• Project Scope: Outline what the quote includes and excludes to prevent scope creep.

• Additional Costs: Explain how extra charges will be handled if the project requires changes.

• Warranties and Guarantees: Define what your business covers and any limitations that apply.

• Client Responsibilities: List any tasks the client must complete before work begins, such as clearing a workspace.

• Quote Expiry Date: Specify how long the offer remains valid to account for price changes or scheduling availability.

Pro Tip

Add terms directly within the quote under a dedicated section or as a separate document. A clearly labeled terms and conditions section keeps everything organized and accessible. Also, keep your language straightforward. Avoid legal jargon so clients can easily understand the agreement. This makes them more likely to accept the quote without hesitation.

Step 3: Send the Quote to the Client

Once the quote is prepared, deliver it promptly using the most suitable method. A quick response demonstrates your professionalism and increases the chances of securing the job.

You can send the quote via the following:

• Email: This is the most efficient way to send a quote. It allows you to attach documents, include additional details, and create a digital record for reference.

• Text Message: Ideal for short, straightforward quotes. It provides instant communication and works well for clients who prefer quick interactions.

• In-Person: Suitable when quoting on-site, especially for jobs requiring immediate estimates. If using this method, provide a printed copy or follow up with a digital version.

• Mail: A last resort for clients without digital access. However, this method takes longer and may delay project approval.

Pro Tip

Even when approving quotes in person, always send a digital copy to the client for their records. Aim to send quotes within 24 hours of discussing the job to maintain interest. However, never sacrifice accuracy for speed. Clients value both timeliness and attention to detail.

Email is typically the best method for sending quotes, as it looks professional and creates a clear record. When sending a quote via email, keep the subject line concise. Include the quote number and your business name to make it easy for the client to locate later.

If you use quoting software, you may have the option to personalize email templates with client details. Consider attaching the quote as both a PDF and a trackable link for better visibility.

Example: How to Write a Quote for an Event Rental

Perhaps you run a tent and event rental company, and a potential client reaches out about an upcoming event. They need tents, tables, chairs, lighting, and maybe even a dance floor. How do you go about writing a professional quote that secures the job?

Gather event details.

First, you’ll ask the right questions: What’s the event type? How many guests? Where’s the venue? Do they need full setup and breakdown? These details help you determine what to include in the quote.

Itemize rentals and services.

Next, you’ll list out each rental item—tents, drapery, lounge furniture, stage, bounce houses, and décor—along with the quantity and cost. Don’t forget to include labor, delivery, and any special requests.

Add policies and terms.

You’ll outline rental duration, setup and breakdown times, security deposit requirements, and cancellation policies. Transparency prevents misunderstandings.

Present the quote professionally.

Once everything is detailed, you’ll format the quote clearly, include an expiration date, and send it over. A well-structured quote builds trust and makes it easy for clients to say yes!

And just like that, you’ve set yourself up for a successful booking!

Conclusion

Crafting a well-structured quote is just the beginning. To turn that quote into a confirmed job, you must follow up with a professional and timely approach. Clients often receive multiple proposals and may get sidetracked by other priorities.

Give your client a few days to review the quote, then reach out with a polite follow-up. A short, friendly email or message keeps the conversation open without seeming pushy.

You can also use quoting software to automate reminders and track responses. That way, you can focus on running your business instead of constantly chasing approvals all the time.

Remember, a strong quoting process reflects your professionalism, builds trust, and sets the tone for a smooth working relationship. With a well-prepared quote, clear terms, and timely communication, you create a seamless experience that gives clients confidence in choosing your services.

Happy quoting!