How to write professional quotations that win more jobs

For many trade contractors, writing quotations is the part of the job they enjoy least. It takes time, it is easy to make mistakes, and a poorly written quote can cost you the job even when you are the most qualified person for it. Here is what separates a quotation that wins jobs from one that ends up in the bin.

Start with a clear description of the work

Your client should be able to read your quotation and understand exactly what they are getting. Avoid vague summaries like 'bathroom installation' and instead break the work into specific tasks: supply and install thermostatic shower valve, install 600mm vanity unit, fit chrome waste, grout tiling to walls. Specificity builds confidence and reduces disputes later.

Show materials and labour separately

Many clients want to understand where their money is going. Showing a separate line for materials and a separate line for labour makes the quotation easier to read and harder to argue with. It also protects you when material prices change after you send the quote.

Be clear about what is not included

One of the main causes of disputes between contractors and clients is work that the client assumed was included but was not. A good quotation lists exclusions explicitly. For example: this quotation does not include making good to walls and ceilings after pipe installation. Debris removal is not included. Additional work identified after opening up is not included in this price.

State your payment terms clearly

Belgian B2B law sets a default payment term of 30 days for commercial transactions. You can agree different terms, but they must be stated in your quotation or contract. Specify when invoices are due, whether you require a deposit, and what happens with late payment. Most contractors never enforce late payment interest because they do not state it upfront. If you state it in your quotation, you are entitled to charge it automatically.

Set a validity period

Material prices change. Labour costs change. A quotation without a validity period can come back to haunt you months later when a client finally decides to proceed. Set a validity period of 30 to 60 days and state it clearly on the document.

Use a professional format

A quotation that looks professional signals that your work will be professional. Use your business name, logo, and contact details. Include your company number and VAT number. Number the quotation for easy reference. These are small things, but they matter to clients who are comparing multiple quotes.

Make it easy to say yes

Include a way for the client to approve the quotation without needing to print, sign, and scan. A digital signature link means the client can approve from their phone in 30 seconds. The faster a client can say yes, the less time there is for a competitor to step in.