What Should Be on a Professional Trade Quote? (And What Most Blokes Forget)

We've seen a lot of "quotes" that are essentially a number scrawled on a bit of paper or three lines of text in an email. "Labour and materials for new bathroom — £3,200." That's not a quote. That's a guess with a price tag. And it'll get rejected, ignored, or questioned to death.

Here's what a proper trade quote needs to have — and why each part matters.

Your Business Details

Name, trading name if different, phone number, email, and business address. Sounds obvious but you'd be surprised how many quotes go out with just a name. If a customer can't easily contact you or verify who you are, you're creating friction. Include your Gas Safe, NICEIC, NAPIT or whatever registration number is relevant to your trade. It builds trust and it's legally sensible.

The Customer's Details

Name, address of the property the work is at, contact number. It sounds formal but it confirms you've understood who you're quoting and where. It also protects you if there's ever a dispute — you've got a document that shows both parties.

A Clear Scope of Work

Describe what you're actually doing. Not "boiler replacement" — "supply and fit Vaillant ecoTEC Plus 825 combi boiler, 60/100 flue kit, Adey MC1 magnetic filter, commission and test, full handover documentation". The more specific you are, the less room for disagreement later. Scope creep kills margins. A clear scope prevents it.

Itemised Pricing

Break it down. Materials, labour, any subcontractor costs, anything else. This does two things: it shows the customer what they're actually getting for their money, and it gives you protection if the job changes. "That wasn't in the original quote" is a lot more defensible when you've got an itemised list.

VAT Treatment

Is VAT included or excluded? State it clearly. If you're VAT-registered, show the subtotal, the VAT amount, and the total with VAT. If you're not VAT-registered, say so. A customer expecting a price exclusive of VAT who then gets an invoice with 20% on top is not a happy customer.

A Quote Validity Date

Put a date on it. "This quote is valid for 30 days" is standard. Material prices move, your availability changes. You don't want to be held to a quote you sent six months ago. Most customers understand this — just put it in writing.

Payment Terms

When do you want paying? On completion? 50% deposit, 50% on completion? 14 days from invoice? State it. Ideally on the quote, definitely on the invoice. Never assume a customer knows how you work. Write it down and there's no awkward conversation at the end of the job.

An Easy Way to Accept

The easier you make it for a customer to say yes, the more often they'll say yes. A link in the email that takes them to a clean quote page with an "Accept" button is miles better than asking them to reply to an email or call you. Reduce the friction between "I want this done" and "job booked".