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
Optional but useful
- What is not included — the simplest defence against scope creep
- Assumptions and conditions — e.g. access, working hours, or things the client needs to arrange
- Deposit requirements, if you take one before starting
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.
A single lump-sum quote ("Bathroom renovation — £3,500") gives clients less confidence than an itemised one, and it gives them nothing to compare against other quotes except the total.
What to leave out
Do not include prices for work you have not agreed to do. If a client asks for something extra later, issue a revised quote or a variation order rather than editing the original.
Leave out vague catch-alls like "miscellaneous" or "sundries" without an amount, and do not bury important conditions in small print. Anything the client would be surprised by later belongs in the notes, in plain words.
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.
Send your quote promptly — within 24 hours of meeting or speaking to the client while the conversation is still fresh in their mind.
In BillSend, Paper view lets you write the quote straight onto the page your customer gets — the easiest way to check it reads well as a whole before you send it.
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.
Frequently asked questions
What information should every quote include?
Every quote should include your name or business name and contact details, the client's contact details, a unique quote number and date, a clear description of the work, an itemised cost breakdown, your pricing, any applicable VAT, the total amount, a valid-until date, and your payment terms.
Why does the description of work matter so much on a quote?
The description is the most important part of a quote — being specific about what is included and excluded prevents scope creep, disagreements, and unpaid extras, whereas vague descriptions cause disputes.
How long should a quote remain valid?
Typically 14 to 30 days, since material prices and availability change — BillSend lets you set a "valid until" date on every quote.
How quickly should I send a quote after speaking to a client?
Send your quote promptly, within 24 hours of meeting or speaking to the client, while the conversation is still fresh in their mind.
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