How to write a quote for a job

Whether you are a freelancer, consultant, agency, or service business, the ability to write a clear and professional quote directly affects how often you win work. A well-written quote builds confidence, prevents disputes, and sets the right expectations from the start.

What to include in every quote

• Your name or business name, address, and contact details
• The client's name and contact details
• A unique quote number and the date it was issued
• A clear description of the work or services you are quoting for
• An itemised breakdown of costs — labour, materials, expenses, fees
• Your pricing (per hour, per day, per project, or per unit)
• Any VAT that applies
• The total amount
• A valid until date (typically 14–30 days)
• Your payment terms — when you expect to be paid

Write a clear description of the work

The description is the most important part of your quote. Be specific about what is included and — just as importantly — what is not. Vague descriptions lead to scope creep, disagreements, and unpaid extras.

For example, instead of "Website design", write "Design and build of a 5-page website including homepage, about, services, blog, and contact page. Excludes copywriting and stock photography."

Break it down into line items

Itemising your quote makes it easier for clients to understand what they are paying for and shows you have thought the job through properly. Group related items together — for example, design, development, and hosting as separate lines.

Set a valid until date

Always include an expiry date. Your costs may change, you may become unavailable, and leaving a quote open indefinitely creates uncertainty for both sides. 14 to 30 days is standard for most service businesses.

Follow up

Most clients do not respond to a quote immediately. A polite follow-up 3–5 days after sending significantly increases your chances of winning the work. Keep it brief — just check they received it and ask if they have any questions.