What Is a Business Quote?
A quote (also called an estimate, proposal, or tender) is a formal document that tells a prospective client what you will charge for a specific job. It is sent before work begins and, if accepted, forms the basis of your agreement.
A well-written quote builds trust, reduces scope creep, and gives both parties a clear record of what was agreed.
What to Include in a Quote
Every professional quote needs:
- Your business details — name, email, phone, address, and logo
- Client details — name, company, and address
- Quote number — for tracking and reference
- Quote date — when you issued it
- Expiry date — how long the price is valid (typically 30 days)
- Line items — each service or product with a description, quantity, and price
- Total — including any applicable tax
- Notes — assumptions, exclusions, or conditions
- Next steps — how the client accepts (e.g. "Reply to this email to approve")
Step-by-Step: How to Write a Quote
Step 1: Understand the scope before quoting
Clarify exactly what the client wants before you write the quote. A discovery call or brief questionnaire prevents costly misunderstandings. Note any assumptions you're making — these belong in your quote's notes.
Step 2: Break the work into line items
List each deliverable or component separately. This makes the quote transparent and easy to review. It also helps if the client wants to reduce scope — they can see exactly what each item costs.
For example, instead of:
Website design — $3,500
Write:
Homepage design — $1,200 5 inner page designs — $1,500 Mobile responsiveness — $500 Revision rounds (x2) — $300
Step 3: Set a clear expiry date
Prices for labour and materials change. Protect yourself by stating how long your quote is valid — 30 days is standard. Write the expiry date explicitly rather than saying "valid for 30 days" (clients may not calculate the date themselves).
Step 4: State your assumptions
If your price depends on certain conditions, write them down. Examples:
- "Price assumes client provides all copy and images"
- "Excludes third-party software licences"
- "Additional revisions charged at $75/hour"
This prevents disputes and protects you if the scope expands.
Step 5: Explain how to accept
Tell the client what to do next. "Reply to this email to approve" or "Sign and return this quote" creates a clear paper trail. Some businesses include a signature line at the bottom.
Step 6: Download and send
Export the quote as a PDF and send it by email. A PDF looks professional and prevents clients from editing the figures.
Following Up on a Quote
- Wait 3–5 business days after sending
- Send a brief email: "Hi [Name], just checking in on the quote I sent on [date]. Happy to answer any questions."
- If they go quiet, try once more after another week
- Three contact attempts with no response is a reasonable point to move on
Common Quoting Mistakes
- Quoting too quickly — take time to understand the full scope first
- Under-pricing to win the job — this leads to resentment and scope creep
- Vague descriptions — clients will interpret vague scopes in their favour
- No expiry date — you could end up locked into old prices months later
- No follow-up — most quotes need a nudge to convert