Guides to writing better quotations
Practical advice on pricing, wording and following up, plus what to include for different trades.
Quotation basics
What to Include in a Quotation: 12 Essential Details
A complete checklist of what a professional quotation should include, from your contact details and itemised prices to validity dates and signatures.
How to Write a Quotation Step by Step
A simple step-by-step method for writing a professional quotation that is clear, accurate and easy for your client to accept.
Quotation vs Invoice: What's the Difference?
Quotations and invoices look similar but do different jobs. Learn when to send each one, what each must include, and how to avoid common mix-ups.
Quotation vs Estimate: Which One Should You Send?
An estimate is a rough guide, while a quotation is a firm offer. Learn the difference, when to use each, and how to word them to avoid disputes.
How Long Should a Quotation Be Valid?
How to choose a sensible validity period for your quotations, with typical timeframes, wording examples, and what to do when a quote expires.
How to Number Your Quotations: A Simple System
Why every quotation needs a unique number, simple numbering formats that work, and mistakes to avoid as your business grows.
Quotation Terms and Conditions: Plain-English Examples
Example terms and conditions for quotations covering payment, validity, delivery, changes and exclusions, written in plain language you can adapt.
Payment Terms on Quotations: Options and Examples
Common payment terms for small businesses, from deposits to milestones, with example wording and advice on choosing what protects your cash flow.
Pricing
How to Price Your Services Without Guessing
A straightforward way to calculate prices for your services, including hidden costs, a working hourly rate and sensible margins for small businesses.
Markup vs Margin: Calculate Profit on a Quote
Markup and margin are not the same thing. Learn the difference, the simple formulas, and how to avoid quoting less profit than you intended.
How to Offer Discounts on Quotes Without Losing Money
When a discount makes sense, how to show it on a quotation, and better alternatives that keep your profit and your client happy.
How to Raise Your Prices Without Losing Clients
A practical way to increase your prices, including timing, how to tell existing clients, and wording that keeps the relationship strong.
How to Add Tax to a Quotation Correctly
Show tax clearly on quotations: inclusive versus exclusive prices, how to calculate it with a discount, and how to avoid common calculation errors.
10 Common Quotation Mistakes That Lose Work
The most common quotation mistakes small businesses make, from vague descriptions to missing dates, and how to fix each one quickly.
How to Quote When Material Costs Keep Changing
Protect your margin when prices move: shorter validity, price-adjustment wording, contingency, and how to discuss rising costs with clients.
Should You Set a Minimum Charge for Small Jobs?
Small jobs can cost more than they earn. Learn how to calculate a minimum charge, how to explain it to clients, and when to make exceptions.
Winning work
How to Follow Up on a Quotation: Timing and Scripts
When and how to follow up after sending a quotation, with message examples that feel helpful rather than pushy and tips for knowing when to stop.
Why Clients Reject Quotes and How to Fix It
Understand the real reasons clients say no to a quotation, beyond price, and the practical changes that can improve how often you win work.
How to Win More Quotes as a Small Business
Practical ways to raise your quote acceptance rate: respond faster, offer options, show proof, explain value, and make saying yes effortless.
How to Handle Price Negotiation With Clients
Respond to "can you do it cheaper?" with confidence. Practical scripts for defending your price, trading value, and knowing when to walk away.
Quotation Email Template: Examples You Can Copy
Copy-ready email templates for sending a quotation, a revised quote, and a reminder, plus advice on subject lines and attachments.
How to Send a Quotation on WhatsApp Professionally
Send quotations by WhatsApp without losing professionalism. Message templates, PDF tips, and how to keep a clear record of what was agreed.
How to Revise a Quotation Without Confusion
When clients change their mind, handle revised quotations cleanly: version labels, what to update, how to communicate changes, and pricing extra work.
What to Do After a Client Accepts Your Quotation
The steps to take once a quote is accepted: get confirmation in writing, collect the deposit, schedule work, order materials and set expectations.
Trades
Construction Quotation Guide for Small Contractors
How small contractors can write construction quotations: bill of quantities, stages, variations, site conditions, and payment schedules that protect cash flow.
How Electricians Can Quote Jobs Accurately
A practical quoting guide for electricians: pricing points, labour, testing, safety exclusions, and how to handle hidden wiring problems.
How Plumbers Can Quote Repairs and Installations
How plumbers can price fixture installs, leak repairs and new pipework, with wording for hidden damage, call-out fees and access problems.
How to Write a Painting Quotation
How painters can measure, price and describe jobs: surface preparation, number of coats, paint brands and what clients should move before work starts.
Interior Design Quotations: Fees, Stages and Scope
How interior designers can structure a quotation, comparing fee models, listing project stages, and limiting endless revisions and scope creep.
Carpentry and Furniture Quotation Guide
How carpenters and furniture makers can quote custom work, from specifying materials and hardware to drawings, deposits and installation.
How to Quote Cleaning Services
How cleaning businesses can price one-off and recurring jobs, including area, frequency, supplies, staffing and a clear list of included tasks.
How to Quote Landscaping and Gardening Jobs
How landscapers can quote garden projects and maintenance: site assessment, plants, soil, seasonal risks and aftercare responsibilities.
How to Write a Catering Quotation
How caterers can price events per person, with guest-count deadlines, menu details, staffing, equipment hire and clear cancellation terms.
Event Planning Quotations: Fees and Vendor Costs
How event planners can quote weddings and corporate events, with planning fees, vendor costs, contingency, change control and payment stages.
How Photographers Can Quote Shoots and Packages
How photographers can price sessions, editing and usage rights, including delivery timelines, travel, packages and terms for wedding and commercial work.
Web Design Quotation: Scope, Pricing and Revisions
How web designers and developers can scope projects, prevent scope creep, and quote hosting, content, revisions and ongoing maintenance.
Graphic Design Quotation Guide for Freelancers
How freelance designers can quote logos, branding and marketing work, covering concepts, revisions, file formats and copyright transfer.
How IT and Computer Repair Shops Can Quote Jobs
Quoting for computer repair and IT services: diagnostic fees, parts, data responsibility, support contracts and clear warranty terms.
How Auto Repair Workshops Can Quote Repairs
How garages can write clear vehicle repair quotes, with parts grades, labour, inspections, approvals for extra work and vehicle condition records.
How to Quote Transport and Logistics Services
How transporters can quote freight, covering distance, weight, loading, waiting time, tolls, fuel changes, insurance and liability limits.
Printing and Signage Quotation Guide
How print shops and sign makers can quote jobs, including sizes, materials, quantities, artwork, proof approval, installation and colour tolerance.
Quotation Guide for Wholesalers and Suppliers
How wholesalers and traders can write product quotations with specifications, volume pricing, stock availability, delivery terms and credit limits.
How to Quote AC and HVAC Installation Jobs
How HVAC technicians can quote installation and maintenance: load assessment, standard installation limits, extra piping, electrical work and service contracts.
How to Quote Solar Installation Projects
How solar installers can write clear quotations: system size, equipment, roof assessment, realistic savings claims, permits and warranties.
Tools and records
How to Make a Quotation on Your Phone
Create a professional quotation from your Android phone in minutes: set up your details once, add items, and share a PDF with your client.
Why You Should Send Quotations as PDF Files
PDF quotations look the same on every device, are harder to alter accidentally, and feel more professional. Here's when and how to use them well.
Quotation App vs Excel: Which Is Better?
Compare spreadsheets, Word templates and quotation apps for making quotes, including speed, errors, phone use, and which fits your business.
How to Create Quotes Offline on Remote Job Sites
Weak signal shouldn't delay your quote. How to prepare, what works without internet, and how to send your quotation once you reconnect.
How to Back Up Business Records on Your Phone
Protect quotations and client details from a lost or broken phone with a simple backup routine, safe storage tips and regular restore tests.
How to Show VAT on Quotations in Nepal
A plain guide for Nepali small businesses on showing 13% VAT on quotations: inclusive and exclusive prices, calculations, and when to ask an accountant.