How to Write a Quote as a UK Tradesperson

What every tradesperson quote must include

A professional quote sets out the expected price for a job before work begins. It is not a demand for payment — that comes later with an invoice. A clear, well-structured quote builds customer confidence and protects you if a dispute arises.

• Your business name, address, and phone number
• Your VAT number (if VAT registered)
• Customer name and job site address
• Unique quote number for your records
• Date the quote was issued
• Quote validity period (typically 30 days)
• Itemised labour — estimated hours and hourly rate
• Itemised materials — each item with estimated cost
• VAT line (if VAT registered)
• Total quoted amount
• Payment terms on acceptance

Quote vs estimate — what's the difference?

A quote is a fixed price offer. If the customer accepts it and the scope doesn't change, you are bound to that price. An estimate is an approximate figure that can change as the job develops. For most trade jobs, a quote is preferable — it removes ambiguity and protects both parties.

If unexpected work arises mid-job that was not in the original quote, issue a variation quote before proceeding. Get the customer's written acceptance before doing the extra work.

How to price a job

A solid quote accounts for all costs — don't leave money on the table or price yourself out of the job. Include your labour at your full hourly rate, all materials at trade price plus a reasonable markup, any subcontractor costs, and a contingency for unexpected issues on older properties.

• Labour: estimated hours × your hourly rate
• Materials: cost price + markup (typically 15–30%)
• Subcontractors: their quote + your margin
• VAT: add 20% if you are VAT registered
• Contingency: 5–10% on older or unknown properties

Quote validity

Standard practice in the UK is to make quotes valid for 30 days. This protects you from material price increases and gives the customer a reasonable window to decide. Always state the validity period clearly on the quote — TradieNotes quotes include a 30-day validity by default.

Converting a quote to an invoice

Once the customer accepts your quote and the work is complete, convert it to an invoice. In TradieNotes, quote-to-invoice conversion is free — all the line items carry straight over, you just update the date and change the document type. No re-entering anything.

Create your quote in 60 seconds

Snap a photo of your handwritten job notes or speak the job aloud — TradieNotes AI extracts every line item and builds a professional PDF quote instantly. £2 per export, no subscription. When the customer says yes, convert to an invoice for free.