How to write a contractor quote (free template)

A clear quote wins jobs. A vague one loses them — or, worse, wins them and then turns into a fight. Here's how to write a contractor quote customers actually trust.

What every quote needs

Your business info: name, contact, license number if applicable
Customer info: name, address, project address if different
Quote number and date
Scope of work: exactly what's included, in plain language
Line items: labor + materials broken out, with prices
Subtotal, tax, total
Payment terms: deposit %, milestones, final payment
Validity: "This quote is valid for 30 days"
Exclusions: what's not included (huge for avoiding scope creep)

Scope of work — be specific

Bad: "Paint the kitchen."
Good: "Sand, prime, and paint kitchen walls (~280 sq ft) and ceiling (~120 sq ft) with one coat of primer and two coats of customer-supplied paint. Includes drop cloths, baseboard taping, and cleanup. Does not include cabinet refinishing or trim repair."

Pricing strategies

Flat rate: best for well-defined jobs
Time and materials: for unknowns (remodel demo, troubleshooting)
Per-unit: per square foot, per fixture, per linear foot

Common mistakes

No exclusions section → customer expects everything
Verbal-only quote → no paper trail when a dispute hits
No payment milestones → cash flow problems mid-job
Quoting too fast → undercutting yourself

Free template structure

Header: Your business
To: Customer
Quote #001 — [Date]

Scope of work:
- Item 1 description
- Item 2 description

Line items:
- Labor (16 hrs @ $75)         $1,200
- Materials                      $640
                       Subtotal $1,840
                            Tax    $147
                          TOTAL $1,987

Payment: 50% deposit, 50% on completion
Valid for 30 days
Exclusions: [list anything NOT included]

Need the numbers before the quote? Our contractor estimate app for iPhone guide works through a deck, a fence and a room of drywall, from measurements to a PDF.

Get the structure right, send it the same day you visit, and follow up within 48 hours. That alone will out-close most of your competition.