How to Write a Quote as a UK Tradesperson (2024 Guide)

Writing a professional quote is one of the most important skills for any UK tradesperson. A clear, detailed quote builds trust, protects you legally, and helps you win more jobs. This guide covers everything you need to know — from what to include to how to send it.

What is a Quote?

A quote (also called a quotation) is a fixed-price offer to complete a specific job for a client. Unlike an estimate, a quote is legally binding once accepted — meaning you must complete the work for the price stated unless the client requests changes.

For UK tradespeople — plumbers, electricians, builders, decorators and more — sending professional quotes is essential for winning jobs and protecting yourself if disputes arise.

What to Include in a Quote

A professional UK trade quote should include the following information:

1. Your Business Details

• Business name and trading name
• Your name (if sole trader)
• Business address
• Phone number and email address
• Company registration number (if limited company)
• VAT number (if VAT registered)

2. Client Details

• Client name or company name
• Client address
• Contact email and phone

3. Quote Reference Number

Always include a unique reference number (e.g. QUO-001). This makes it easy to track quotes and reference them in future communications.

4. Date and Expiry Date

Include the date the quote was issued and an expiry date (typically 30 days). This protects you from being held to old prices if material costs increase.

5. Detailed Breakdown of Work

Be specific. Break down each task, material or phase of the job:

• Labour costs (hours or day rate)
• Materials with quantities and unit prices
• Any subcontractor costs
• Call-out charges if applicable

6. VAT

If you are VAT registered, show the subtotal, VAT amount (20%) and the total including VAT separately. If you are not VAT registered, state this clearly.

7. Total Price

Show a clear, prominent total. Clients should not have to calculate the total themselves.

8. Terms and Conditions

Include brief payment terms:

• Payment due date (e.g. within 30 days of invoice)
• Accepted payment methods
• Deposit requirements (if any)
• What happens if the scope of work changes

How to Price a Job

Pricing is the hardest part for most tradespeople. Here is a simple framework:

Step 1 — Calculate Your Labour Cost

Work out how many hours or days the job will take. Multiply by your day rate or hourly rate. If you are unsure what to charge, see our Labour Rate Calculator guide.

Step 2 — Add Materials

List all materials needed with quantities. Add a markup (typically 15–30%) to cover your time sourcing materials, transport and warranty. See our full guide on pricing a job.

Step 3 — Add VAT (if applicable)

If VAT registered, add 20% to your total. Use our free VAT Calculator to check your figures.

Step 4 — Add a Contingency

Add 10–15% contingency for unexpected issues, especially on older properties or complex jobs. State this in your quote so clients understand.

Quote vs Estimate — What is the Difference?

This is one of the most common questions from tradespeople:

• Quote — a fixed price that is legally binding once accepted. You must complete the job for this price.
• Estimate — an approximate price that can change. Less legally binding but more flexible.

Most clients prefer a quote as it gives them certainty. For complex jobs where the scope is unclear, an estimate may be more appropriate.

How to Send a Quote

There are several ways to send a quote to a client:

• Email — attach a PDF or share a link. Professional and leaves a paper trail.
• WhatsApp — increasingly popular with clients. Share a link they can view on their phone.
• In person — print the quote or show it on your phone. Less common but works for some clients.
• Post — for formal commercial work or large contracts.

Using a tool like GetJobQuotes, you can create a professional PDF quote and share it via WhatsApp or email in under 2 minutes — directly from your phone.

Common Mistakes to Avoid

• Being too vague — vague quotes lead to disputes. Always be specific about what is and is not included.
• No expiry date — material prices change. Always include an expiry date.
• No terms and conditions — protect yourself with clear payment terms.
• Verbal quotes only — always follow up with a written quote, even if you discussed the price on site.
• Underpricing — many tradespeople undercharge, especially when starting out. Know your worth.

Free Quote Template

Instead of creating a quote from scratch, use our free online quote tool. It generates a professional branded PDF with your logo, signature and all required information — in under 2 minutes.

Also see our free quote template download.

Frequently Asked Questions

Does a quote have to be in writing?

There is no legal requirement for a quote to be in writing, but written quotes are strongly recommended. A written quote protects both you and the client if a dispute arises.

Can I charge more than my quote?

Generally, no. A quote is a fixed price. However, if the client requests additional work or if unforeseen issues arise (e.g. hidden damage), you should issue a variation order and get written agreement before proceeding with extra charges.

How long should a quote be valid for?

Most tradespeople set quotes to expire after 30 days. This protects you from material price increases. For larger projects, 14 days may be more appropriate.

Do I need to be VAT registered to send quotes?

No. You can send quotes whether or not you are VAT registered. If you are not VAT registered, simply state that VAT is not applicable.

What software do tradespeople use to write quotes?

Many tradespeople use GetJobQuotes — a free tool built specifically for UK trades. Others use Word documents, Excel or general invoicing software. A dedicated quoting tool like GetJobQuotes saves time and looks more professional.