Quotation Terms and Conditions: Plain-English Examples

Terms don't have to be long or sound like a lawyer wrote them. Their job is to prevent misunderstandings. These plain examples cover the questions that most often cause disputes. Adapt them to your work, and get legal advice for large or high-risk contracts.

Validity

"This quotation is valid until [date]. After that, prices may change."

Payment

"50% deposit is due before work starts. The balance is due within 7 days of completion."

Choose stages that protect your cash flow. See our guide to payment terms for options.

Scope

"This price covers only the items listed. Any additional work will be quoted separately and agreed before it starts."

Exclusions

"Not included: permits, disposal of waste, and repairs to hidden damage."

Timing

"Work can start within 10 working days of receiving the deposit. Completion is estimated at 3 weeks, subject to site access and material availability."

Client responsibilities

"The client will provide access to the site, electricity and water during working hours."

Cancellation

"If the client cancels after materials have been ordered, the cost of those materials is payable."

Taxes

"All prices include VAT at 13%." Or: "All prices exclude applicable taxes, which are shown separately." Make sure this reflects your own tax position.

Keep them short

Two to six relevant terms are usually better than a dense page nobody reads. Terms only help if the client has seen them, so place them on the quotation rather than hiding them on a website. Save your usual wording, so you can paste it into the notes each time.

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