Clients often get three prices for the same job. The one that wins is not always the cheapest. It is the one that makes the client feel they understand what they are getting and trust the person who wrote it.
Quote or estimate?
In the UK, a quotation is normally a fixed price the client can accept, while an estimate is an informed guess that may change. Say clearly which one you are giving.
What every quote should include
- Your details: business name, address, phone, email, and company number and VAT number if registered.
- Client and site: who it's for and where the work is.
- A unique number and date, and how long the price is valid. 30 days is common while material prices are moving.
- Scope of work in plain language: what you will do, to what standard, with what materials.
- Exclusions: what you won't do. This is where disputes are prevented. Skips, making good after other trades, decorating, permits and unforeseen ground conditions are typical.
- Price breakdown at the level of detail you choose, with VAT shown clearly if you are registered.
- Payment terms: deposit, stage payments, final payment and how to pay.
- Start date and duration, with the assumptions behind them.
- A place to accept, so the yes is in writing.
How much detail to show
There are three common approaches, and TakeoffYard supports all of them with the Client sees setting:
- Every line item builds trust on smaller jobs and with detail-minded clients, but invites line-by-line haggling.
- Section totals ("Concrete base", "Block wall", "Labour") is the best balance for most work.
- Single total suits fixed-price packages, but give a detailed scope alongside it.
Your markup is built into the client's prices. They see your selling rates, not your costs.
Write the scope for the client, not for you
"Supply and lay 100 mm C20 concrete slab on 100 mm compacted MOT Type 1 with A142 mesh, broom finish, saw-cut control joints" is clear to an inspector and reassuring to a client. "Do concrete" is neither.
Send it fast
Speed wins work. A clean PDF the same day, or a link on WhatsApp while you are still in the driveway, beats a better price that arrives a week later. Build your takeoff with the calculators on site, add it to a job, and send it before you leave.
Follow up
Mark each job as sent and check back after a few days. A short follow-up message ("Any questions on the quote for the patio?") wins a surprising share of jobs.
This guide is general information for estimating. It is not engineering, legal or tax advice. Check the Building Regulations and Building Control for your project.