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Guides for UK trades

How to write a professional quote for UK trades

A quote is a sales document, not paperwork. This is the structure UK trades use to win more work at the price they actually want — plus copy-and-paste templates for plumbers, electricians and builders.

Quote vs estimate — know which you're sending

A quote is a fixed price. Once the customer accepts it, it generally forms a binding contract, so it must be priced properly and carry clear exclusions. An estimate is an informed guess that can move. Label the document at the top so there's no argument later, and never send an estimate when the customer is expecting a price they can hold you to.

The 8 parts of a quote that gets accepted

  1. 1. Head the document properly

    Put your trading name, logo, address, phone, email, and (if you have them) your VAT number and trade body registration at the top. Add a unique quote reference and the date issued — this is what you'll both refer back to later.

  2. 2. Restate the job in the customer's words

    One short paragraph describing what the customer asked for and where. It shows you listened, and it protects you when the job later grows.

  3. 3. Break out the scope of works

    List the tasks in the order you'll do them: strip out, first fix, second fix, make good, test and certify. Vague quotes get haggled; itemised quotes get accepted.

  4. 4. Split labour and materials

    Show day rates or a fixed labour figure, then materials with quantity and unit price. If you'd rather not reveal your margin, present one combined 'supply and fit' line per task instead — just be consistent.

  5. 5. State what is NOT included

    Exclusions are the single biggest cause of disputes. Common ones: making good decoration, asbestos removal, scaffolding, parking or congestion charges, and any work behind unopened walls.

  6. 6. Get the money terms right

    Deposit amount, stage payments, final balance, and payment window. For jobs over a few thousand pounds, a 25–40% materials deposit is normal in UK trades.

  7. 7. Add VAT and validity

    If VAT registered, show net, VAT and gross separately. Add 'This quotation is valid for 30 days from the date above' so rising material prices don't eat your margin.

  8. 8. Make accepting it effortless

    One button, one link, one signature box. Every extra step between 'yes' and a booked job costs you work.

Free quote templates (copy and paste)

Swap the bracketed fields for your own details. Each one already includes scope, breakdown, VAT, exclusions and payment terms.

Plumber — bathroom refit

QUOTATION — Ref: Q-1042
Date: [date] · Valid until: [date + 30 days]

From: [Business name], [address], [phone], [email]
VAT reg: [number or "Not VAT registered"]
To: [Customer name], [site address]

SCOPE OF WORKS
Full bathroom refit at the above address:
1. Isolate supplies, strip out existing suite and tiling, remove waste from site
2. Alter hot/cold feeds and 40mm waste to suit new layout
3. Supply and install bath, thermostatic shower, WC and basin unit
4. Tile walls and floor (customer-supplied tiles), grout and silicone
5. Test, commission and leave clean

LABOUR
Installation — 5 days @ £[rate]/day                     £[total]

MATERIALS
Bath (1) @ £[x] · Shower (1) @ £[x] · WC (1) @ £[x]
Basin unit (1) @ £[x] · Sundries and waste @ £[x]        £[total]

Subtotal £[net] · VAT @ 20% £[vat] · TOTAL £[gross]

NOT INCLUDED
Tiles, decoration/making good, electrical works, asbestos removal.

PAYMENT TERMS
30% deposit on acceptance, balance due on completion.

Electrician — consumer unit upgrade

QUOTATION — Ref: Q-2087
Date: [date] · Valid until: [date + 14 days]

SCOPE OF WORKS
1. Full test of existing installation and report
2. Remove existing fuse board, supply and fit 18th Edition dual-RCD consumer unit
3. Install main protective bonding to gas and water
4. Test, certify and issue Electrical Installation Certificate
5. Notify Building Control under Part P

LABOUR   1 day @ £[rate]                                 £[total]
MATERIALS  Consumer unit, bonding cable, glands, labels   £[total]
CERTIFICATION / Part P notification                       £[total]

Subtotal £[net] · VAT @ 20% £[vat] · TOTAL £[gross]

NOT INCLUDED
Remedial works identified during testing (quoted separately),
plaster making good around new board position.

PAYMENT TERMS
Payment in full within 7 days of certificate issue.

General builder — supply & fit (combined lines)

QUOTATION — Ref: Q-3310
Date: [date] · Valid until: [date + 30 days]

SCOPE OF WORKS — SUPPLY AND FIT
1. Break out existing patio and cart away                £[total]
2. Excavate, lay MOT type 1 sub-base and concrete slab   £[total]
3. Supply and lay [x]m² porcelain paving, pointed        £[total]
4. Form step and edge restraint, clean down              £[total]

Subtotal £[net] · VAT @ 20% £[vat] · TOTAL £[gross]

PROVISIONAL SUMS
Drainage alterations if required — £[x] (only charged if needed)

NOT INCLUDED
Skip permits, parking suspensions, landscaping/turfing.

PAYMENT TERMS
40% materials deposit, 40% at slab stage, 20% on completion.

Common questions

How long should a quote be valid for?

14–30 days is standard. Material prices move, so a validity date lets you re-price fairly if the customer accepts months later.

Should I charge VAT on a quote?

Only if you're VAT registered. If you are, show net, VAT and gross separately and include your VAT number. If you're not, say so — customers assume the worst otherwise.

How fast should I send it?

Same day, ideally from the van. In UK trades the first decent quote through the door wins a large share of the work — speed beats polish.

Send quotes like this in under a minute

TradeFlow builds branded quotes with labour, materials, VAT and deposits already worked out — then turns the accepted ones into invoices and payments automatically.

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