How to quote a job in the UK, from the site visit to a yes

If you're working out how to quote a job in the UK, start here: most quotes don't fail on price. They fail on speed and clarity. The customer wasn't sure what was included, or they waited three days for a number, or the quote got buried under the ones that arrived sooner.

This guide is for sole traders and small firms. It covers what to find out on site, how to build the price, what to put in writing, and what to do when the customer goes quiet. It's general information, not legal or tax advice.

Before you price: the site visit

Ten minutes of good questions saves an hour of rework. Before you leave the property, you should know:

• What the customer actually wants. Their words, not yours. "New taps" might mean the whole bathroom.
• What you can see. Access, existing pipework or wiring, anything old, damaged or not to current standards.
• What you can't see. Behind walls, under floors, in the loft. Say so out loud. It becomes an exclusion later.
• Who decides. If it's a landlord, a partner or a letting agent, you need to quote to them too.
• When they want it done. A date you can't meet is better found out now.

Take photos and a few notes while you're standing there. A voice memo in the van is faster than typing, and far more accurate than memory on Sunday night.

How to build the price

There's no single right way to price. Whichever you choose, write it down the same way each time so you can compare quotes with what the job really took.

1. Labour. Work out the time the job takes and multiply by your rate. Add time for travel, parking, clearing up and the second trip you always seem to need. If you price by the day, say how many days.
2. Materials. List what you'll buy. Use your supplier's current price, not last year's. If a price could move before you order, say how long the quote stands.
3. Extras. Waste removal, skip hire, scaffold, permits, specialist kit hire. They're easy to forget and expensive to absorb.
4. Contingency. If you're not sure about hidden problems, either build in a margin or list what happens if you find something. Don't leave it silent.
5. Your margin. Cover your tools, van, insurance and the admin you do at night. A price that only covers the hours on site isn't a price.

If you're not sure what your hourly or day rate should be, work it out from what you need to earn, not from what the next firm charges.

What goes in the written quote

A written quote protects you and the customer. At minimum, include:

• your name or business name, and a phone number or email they can reach you on;
• the customer's name and the address of the job;
• the date of the quote and how long the price stands;
• a short description of the work, in plain words;
• line items for labour and materials, rather than one lump sum;
• a clear statement about VAT;
• what's not included;
• how and when you want to be paid, and whether you need a deposit;
• how the customer accepts.

Here's the shape of a simple one:

Free plumbing and electrical quote templates follow later this week.

VAT on a quote

Say it plainly, because customers read a total as the price they'll pay.

• If you're VAT-registered, show whether the figures include VAT or whether VAT is added on top, and show the VAT amount. Most domestic customers can't reclaim it, so a total that includes VAT is easier for them to compare.
• If you're not registered, you don't charge VAT. Some tradespeople add a line saying so, which avoids questions.

Whether you need to be registered depends on your taxable turnover. The rules and thresholds change, so check them on GOV.UK's VAT pages or ask your accountant. We haven't quoted figures here because they can change.

Exclusions: the line that saves arguments

An exclusion is what you've decided not to do or pay for. It's the cheapest thing in the quote and the most useful.

Typical ones:

• making good decoration, tiling or plaster after the work;
• hidden defects, such as rotten timber or old wiring you couldn't see;
• work the customer asked about but you haven't priced;
• materials the customer is choosing themselves;
• parking, access or permit costs, if they apply.

If you said it on site, write it down. "Does not include making good" is one line. Arguing about it afterwards takes an evening.

Deposits

For jobs where you buy materials up front, a deposit is normal. Say so in the quote: how much, when, and what it covers. Keep it fair and keep the paperwork clear. Payment and consumer rules can apply to deposits, so if you're unsure, check with Citizens Advice or Trading Standards, or a qualified adviser.

With TradiesMate, optional Pay Now takes a card deposit on the same job. You can also send a bank-transfer invoice if card isn't right for that customer.

Send it fast

Speed matters because the customer is comparing you with whoever else they've called. Quote while the job is fresh in your head, and send it before you've driven away if you can.

Here's a simple way to run it:

1. Capture the job on site. Photos, measurements and a voice memo of what's included and what isn't.
2. Build the lines from your rates. Use the same labour rate and supplier prices each time, so you aren't guessing late at night.
3. Set VAT and exclusions. Choose how you invoice, then add the exclusions you said out loud.
4. Send a link, not a paragraph. A text with a link to view and accept looks like a business and gives the customer one thing to tap.
5. Ask for a deposit if you need one. Put it in the quote so there are no surprises when you order the materials.
6. Follow up once, politely. Most customers who go quiet are busy, not gone.

TradiesMate does this on your phone. You can draft a quote from your rates or a voice memo, set VAT, and send an SMS link for the customer to view and accept. If you've missed a call on the tools, the enquiry is in your Inbox waiting to be quoted. The van-quote guide shows the sending side in more detail.

TradiesMate can't promise that a quick quote wins the job. It removes the delay between "I'll price that up" and a document the customer can accept.

Following up

A quote that gets no reply isn't a no. Plan for it:

• Give it a day or two, then send one short, friendly message.
• Offer something useful, such as a date you could start, rather than "just checking in".
• Know when to stop. After two or three polite attempts, leave it. You can mark it lost and move on.
• Note when you sent each one, so you don't chase the same person twice in a day.

On Covered, TradiesMate can send quote chasers for you. Those count as texts on your plan. On Minimum you send follow-ups from your own phone. Covered is £39 every 30 days with 250 texts, half price for the first 30 days. Minimum is £24 every 30 days. No VAT is added. See pricing for what each plan includes.

Common mistakes

• One lump sum. Customers can't compare it and you can't defend it.
• No exclusions. Every surprise becomes a conversation about whose fault it is.
• No expiry date. Material prices move. Say how long yours stands.
• Waiting for the weekend. The quote that arrives first often wins the conversation.
• Quoting to the wrong person. If a landlord or partner decides, copy them in.
• Forgetting your own time. Travel, admin and clearing up are part of the job.

Questions

Last checked 2 November 2026.

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