How to write a quote for a job: a template layout for UK tradespeople
A clear written quote wins more work, prevents arguments about the price and gets you paid faster. Here's what to include, a template layout you can copy, and the consumer law points every trade in Northern Ireland and the rest of the UK should know.
Updated 9 October 2026 · DeskKit Tools, Belfast
Why a written quote matters
A quote is a fixed price for a defined job. Once the customer accepts it, it forms part of your contract. Under the Consumer Rights Act 2015, what you tell a consumer about the service, including the price, can become a binding term if they rely on it. A vague quote ("kitchen fitting, about £4k") invites disputes. A clear one protects you both.
Not sure whether you're giving a quote or an estimate? Our guide to quote vs estimate explains the difference.
What to include in a quote
- Your details: business name, your name if you're a sole trader, address, phone and email. Add your VAT number if you're registered.
- The customer's details and the address of the job.
- A quote number and date, so you can match it to the invoice later.
- A clear description of the work, broken into line items: what you will do, what materials are included, and the standard or brand of materials where it matters.
- What's not included. This is where most disputes start. Making good after removal, skip hire, decorating, moving furniture, electrical certification and so on.
- The price for each line, the subtotal, VAT if you charge it, and the total.
- How long the quote is valid, for example 30 days, because material prices change.
- Timings: estimated start date and how long the work will take.
- Payment terms: any deposit, stage payments, when the balance is due and how to pay.
- How changes are handled: extra work will be agreed in writing before you do it, with a price.
- Cancellation information where the customer has a right to cancel (see below).
A simple quote template layout
QUOTE No. Q-1042 | Date: 12 October 2026 | Valid until: 11 November 2026
From: Sean Kelly Plumbing, 12 Example Road, Belfast. 07xxx xxxxxx
For: Mrs A. Customer, job at 4 Sample Avenue, Belfast
| Item | Qty | Price |
|---|---|---|
| Remove existing bath and dispose of it | 1 | £120 |
| Supply and fit shower tray, enclosure and mixer valve (model as discussed) | 1 | £1,150 |
| Labour: first and second fix plumbing, 2 days | 2 | £480 |
| Total (not VAT registered) | £1,750 | |
Not included: tiling, electrical work for an electric shower, decorating.
Start: week of 2 November, about 2 days.
Payment: £300 deposit on acceptance for materials, balance on completion by bank transfer.
Changes: any extra work will be agreed and priced in writing before it starts.
Pricing the job
- Materials: use current prices, not last year's. Add a sensible allowance for waste and small fittings, and decide whether you add a margin for collecting and handling materials.
- Labour: estimate the hours honestly, including travel, setting up and clearing away. Know your day rate and stick to it.
- Risk: if there is something you can't see until you start (old pipework, rot behind tiles), say so and give a price or a day rate for dealing with it, rather than hiding a large contingency.
- VAT: if you're VAT registered, show VAT separately for business customers, and make the total including VAT clear for consumers. You must register once your VAT-taxable turnover goes over the threshold, which is currently £90,000 according to GOV.UK.
Cancellation rights: the bit many trades miss
If you agree a job with a consumer away from your business premises, for example at their kitchen table, or at a distance by phone, email or an online acceptance link, the Consumer Contracts Regulations usually give them 14 days to cancel. You must give them the cancellation information and a cancellation form. If you don't, the cancellation period can be extended by up to 12 months and you may not be able to charge for work already done.
If the customer wants you to start within the 14 days, get their express request in writing. If they then cancel, they pay for the work done up to that point. Business Companion, run by the Chartered Trading Standards Institute, explains the rules and exceptions, including urgent repairs.
Getting the quote accepted
- Send it quickly. A quote that arrives the same day looks professional and keeps you ahead of competitors.
- Make it easy to say yes: a link they can accept on their phone beats "sign and post this back".
- Follow up once after a few days with a friendly message, not a hard sell.
- Keep the accepted version. When you invoice, the invoice should match the quote plus any agreed changes.
From quote to invoice
When the job is done, your invoice should reference the quote number and include everything GOV.UK lists as required on an invoice: a unique invoice number, your details, the customer's details, what you charged for, the supply date, the invoice date, the amounts, any VAT and the total owed.
For printable Excel and Word templates for quotes, invoices, deposit requests and variation notes, see the Belfast Desk Kit quote and invoice pack.
Frequently asked questions
Is a quote legally binding in the UK?
Once a customer accepts a quote, it normally forms part of the contract, and under the Consumer Rights Act 2015 a price you give a consumer can be binding if they rely on it. That is why a quote should clearly say what is and isn't included.
How long should a quote be valid for?
There is no set legal period. Many trades use 30 days because material prices change. State the date on the quote.
Do customers have 14 days to cancel a job?
Often, yes. If the contract is agreed away from your premises or at a distance, such as at the customer's home or by an online acceptance link, consumers usually have 14 days to cancel, and you must tell them about that right.
More guides
General information for small businesses, not legal or professional advice. Rules change, so check the official sources linked above before you rely on them.