How to Write a Building Quote

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Professional tradespeople should always take plenty of time to create a strong building quote. After all, this documentation will be the chance for someone to create a great first impression with new customers, as well as to show off their professionalism and, of course, secure work.

Knowing the difference between a building quote and an estimate

Before you start to write your building quote, it is important to make sure that someone is not after an estimate instead.

As both pieces of documentation involve pricing up a job, it can be easy to confuse the two. However, they are used at different stages of the discussions you are having with a client about a job.

Bear in mind the following:

• An estimate details the rough price for you to complete a project based on preliminary information, with any costings being an educated guess and subject to change. It will not include a job’s finer details and is a non-binding agreement.
   

• A quote details the final cost of a job that has been agreed, which will be the fixed price that you will charge a customer for the work you complete. It will outline every aspect of a project thoroughly, as well as serving as a contract between you as the tradesperson and your customer.

Start by understanding what your customer needs

Once you know that a customer needs a building quote, the next step is to fully understand why they are seeking out your services.

Taking the time to talk with a customer will give them peace of mind that you are a reputable tradesperson with a professional attitude. 

Asking them what they most want to see from the work you carry out, the key improvement they desire, and what frustrates them the most about the current setup of the area you are to work on will also help you to build a picture of a customer’s pain point. 

By knowing all of this, you will be in a great position to provide them with the ideal solution in your quote. Customers are sure to be impressed by this, as it will show you have listened to them and their expectations.

Key details which should be on every building quote

Now you are ready to produce a building quote for your customer, which should be clear and prompt to heighten the possibility of you securing the work. 

Whatever the job you are planning, make sure the following information is included on this documentation:

1. A quote reference number.

2. The date the quote was prepared.

3. The date that the quote is valid until (as the prices for materials will be subject to change as time goes on).

4. The name of the person who has prepared the quote.

5. Your company’s details (including name, logo, registered address, contact number and email address).

6. The VAT registration number of your company, if applicable.

7. The customer’s details (including name, address, contact number and email address).

8. A detailed description of the work you aim to carry out.

9. Information about any planning permission that would need to be considered for a job.

10. The quantity and top-line prices of all materials being used for the job.

11. The cost of labour (which can be set out by the hour or across an entire duration of a job).

12. The price of VAT for the job.

13. The final price to be paid for a job (which adds up the prices of all materials used, cost of labour and VAT).

14. The time it will take to complete a job (with details of potential weather-related delays also input here).

15. Your company’s terms and conditions (including methods of payment available, due dates for payments and any deposits required).

16. A signature box for your customer to fill in to approve your building quote.

It is also nice to have details about any trade associations, accreditations or memberships linked to your company or you as a professional tradesperson on a quote, though these are not imperative.

This may seem like a lot of information to prepare. However, you will be able to set up a building quote template from the first time you create one.

We hope this guide has helped you to write your first building quote successfully and then establish a template for producing more of these essential documents in the future. Have you also read our guide on creating a construction contract template?