How to Write a Quote That Wins More Jobs

Ever sent a quote and then wondered if you'd ever hear back? You're not the only one. Quoting can feel like guesswork but there's a simple formula that helps you win more jobs, more often.

You’re great on the tools, no question. But when it comes to paperwork? That’s where it gets tricky. Sound familiar? You’re in the right place.

Maybe you just send a quick total and hope for the best. Or throw together a quote without much detail because you’re not sure what to include.… and then? Nothing. No reply. No job. Frustrating, right?

The truth is, most quotes get ignored because they’re unclear, incomplete, or just not professional enough.

Let's fix that. Here’s exactly what your quote needs and why each element matters.

Clear Customer and Business Details

It starts with the basics. A clean, professional quote shows you’re organised and running a real business not just picking up odd jobs on the side. It builds trust and makes it easy for the customer to ask questions or give the go-ahead.

• Include your business name, address, phone number, email, and VAT or registration number.

• Show your customer’s full name and address so there’s no room for confusion.

Detailed Breakdown of Costs

Break it down. Let the customer see exactly what they’re paying for, line by line. It shows you’re transparent and confident in your pricing. List individual items or tasks with clear descriptions and pricing.

• Separate labour and materials, and indicate if prices are fixed or estimates.

Clear Payment Terms

Let your customers know exactly how and when to pay you. It saves you from chasing payments later, or having those awkward, "Just checking in…" conversations.

Clear payment terms also keep your cash flow steady, which is a lifesaver when you’ve got a few jobs running at the same time.

• Specify deposit amounts, payment schedules, and accepted payment methods.

• Clearly state your payment deadline.

Job Timeline

Give your customer a clear idea of when the job will start and finish. It keeps everyone on the same page and shows you’ve got your act together.
It also gives you something solid to point to if things get delayed or plans change, which they sometimes do.

• Outline the expected start and completion dates.

• Flag any conditions that might alter these dates.

Terms and Conditions

Set a few ground rules upfront and you’ll save yourself a lot of stress later. It helps your customer know what to expect and protects your business if things change. Think about what happens if they cancel, ask for extras, or something goes wrong after the job is done.

• Include clear terms covering cancellations, warranties, and how you'll handle variations or extra requests.

What Happens When You Make It Easy to Say Yes?

Tom, a plumber from Sheffield, used to send quotes with a single-line total. No breakdown, no detail. Most customers didn’t reply. They weren’t sure what they were paying for, or if they could really trust him to deliver.

He changed that by setting up a simple quoting template. Each item on the job had a clear description in plain English, with costs broken down into labour and materials. He added a short note about payment terms, expected start date, and what was included or not.

Customers immediately felt more confident. They could see the thought behind the pricing, and that he ran a tidy operation.

His quote acceptance rate jumped by 40%. But more importantly? He stopped wasting time on tyre-kickers and started getting repeat work from clients who valued a straight-up, professional approach.

Key Takeaway

When your quotes are clear and easy to read, good things happen.

List all the job details, break down the costs, explain how and when to pay you, give a clear timeline, and add basic terms.

Do this, and you’ll win more work, get paid on time, and leave customers feeling confident in choosing you.

Want to tighten up your customer management system even more? Read The Sole Trader’s Guide to Managing Jobs Like a Pro for practical tips on keeping your jobs organised from start to finish.