How to create a professional quote as a tradesperson

Why your quote is a sales document

Most tradespeople think of a quote as a formality — a number to get past before the real work begins. In reality, your quote is often the deciding factor in whether a customer chooses you or your competitor. A clear, professional quote signals that you are organised, trustworthy, and precise about your work.

What to include in every trade quote

Your business details

Your full name (or business name), address, phone number, email address, and any trade registration numbers (Gas Safe, NICEIC, etc.). If you are VAT registered, include your VAT number.

The customer's details

Customer name, address of the property where the work is being carried out, and the date the quote was produced.

A clear description of the work

This is the most important part. List exactly what you will and will not do. Vague descriptions ("sort the bathroom out") lead to disputes. Specific descriptions ("supply and fit one 600mm x 600mm wall-mounted basin with chrome mixer tap and waste — including all pipework connections") protect both parties.

Labour and materials broken out

Some customers want a single figure. Others want to see the breakdown. As a rule, providing a labour and materials split builds trust and makes it harder for a customer to question your total. It also protects you if material costs rise before the job starts.

VAT (if applicable)

If you are VAT registered, state your price clearly as ex-VAT and show the VAT amount separately. If you are not VAT registered, state "not VAT registered" to be transparent.

Validity period

Quotes should not be open-ended. State that the quote is valid for 30 days (or whatever you choose). Material prices fluctuate and your availability changes — you should not be held to a quote given six months ago.

Payment terms

When and how do you expect to be paid? Common terms for residential tradespeople include "50% deposit on acceptance, balance on completion" or "full payment within 7 days of completion." Be explicit — vague payment terms are the root cause of most late payment disputes.

Format and presentation

A typed quote is always more professional than a handwritten one. A PDF sent by email creates a paper trail. You do not need expensive software — a simple template in Google Docs or a dedicated tool will do. OnMyVan includes a quoting feature that lets you send professional, branded quotes directly from the platform and track when customers have viewed them.

What makes customers say yes

• Clear language — no jargon the customer won't understand
• Specificity — exact products, exact scope, no ambiguity
• Social proof — adding a line like "4.9 stars on Google" builds trust at the point of decision
• Prompt delivery — sending your quote within 24 hours of the site visit shows you're organised

Follow up your quotes

If you haven't heard back within 5 days, a brief, friendly follow-up is entirely appropriate. Many quotes go cold simply because the customer got busy, not because they chose someone else. A single follow-up message can convert a significant proportion of those.