How to Write a Quote For a Job


For the service and construction industry, quotes are the green light that gets a job moving. Once a client accepts a quote, you can immediately start work, saving time for you and your clients.

A field service quote is also a great way to establish trust. Your quotations need to be quick, professional and easy to understand. 

In short, a great quote can be the start of a great working relationship. Read on to discover how to write and send a professional field service quote and win the job.

What is a job quotation?

A job quotation is a proposition from a company to a customer. It should clearly show the price of the service you offer.

To do that, you will need to break down the cost of a job into individual charges, to help clients understand how you reached the final price.

Once your customer receives your quote, they can review the details, ask questions, and make changes to fit their budget. Finally, they will either decline your quote or ask for a written contract to seal the deal.

Your business quote is also an opportunity to make that all-important first impression. This is why it’s important to format, word and price a quotation properly, showing clients the sort of quality service they can expect from you.

What to include in a quote

  1. Client details
  2. Quote number
  3. Job details
  4. Costs
  5. Additional details

For most field service businesses, a quote requires the same key elements. Here are our 6 simple steps to filling in your service quote template.

1. Client details

Start by making the quote personal to your customer. You will need to include their:

  • Name
  • Address
  • Job site details
  • Email address
  • Phone number

2. Quote number

Adding a quote number will help both you and your client keep track of the quote for administrative and tax purposes. Make sure this number is unique to the job being quoted. This will make it much easier for you to turn the quote into a job and invoice for it later.

3. Dates

There are a few important dates to include in your quote. Make sure you include the date you’re issuing the quote, the proposed date of the job, and an expiry date for the quote. The expiry date should not be overlooked, as your costs and timescales could change if clients take too long to decide.

4. Job details

This is where you describe the service you’ll be providing, including an outline of the materials and labor necessary for completing the job. This will probably be the largest and most detailed section of your quote.

5. Costs

To help your customer understand the cost you’re quoting, you’ll need to break it down  into smaller pieces such as unit price, labor costs, and supplier prices. Make sure this is an accurate and fair depiction of the work and costs entailed. Your prices should be profitable for your business while remaining competitive.

With Workever you can save your regularly used materials and assets so you can complete quote templates for similar jobs even faster.

6. Additional details

Finally, make sure to include space for your terms and conditions, an overview of your processes, or any other important notes you can think of that are relevant to the job. You can also add a personal touch with a thank you note or message.

How to create a professional quote

A quote can be created using word processors such as Word or spreadsheets like Excel. You can also save time and ensure consistency with field service management software like Workever.

The professionalism of your quotations can be a key differentiator if potential clients are choosing between your services and other contractors. By following a quotation template like the field service quote example below, you can consistently give your clients peace of mind, save time and ensure consistent quotes.

Workever offers a customizable template to help you create top-level quotes. You don’t need to be a proposal expert to use our software. Just plug in your logo and the relevant information and we’ll do the rest for you!

How to send your quote to customers

Once you’ve completed your quote, you need to get it to your client as soon as possible – ideally within 24 hours. This will increase your chances of beating your competitors to submitting a quote. It will also show clients that you’re quick off the mark when it comes to your work!

The most professional way to send a quote is to email it as a PDF attachment. This will also make it easier for you to follow up on your quote and keep a conversation going, with all the relevant information in one thread.

Workever exports quotation data into PDF and Excel formats, allowing you to send professional PDFs to your clients and maintain spreadsheets for your own bookkeeping. Kill two birds with one stone and get the job done faster!


Should you follow up your quote?

A quick and well-written quote can get you closer to winning the job  – but clients may have requested quotes from a number of contractors, so it’s important to know as soon as possible whether they’re likely to approve yours.

Your clients are likely to be busy, or overwhelmed by a number of quotations. A professional and friendly follow-up email could help you stand out from the crowd and seal the deal.

Give your potential clients 3-5 days to respond, then send a friendly reminder.

What’s the difference between a quote and an estimate?

This is a valid question, and something many people wonder as they can both look similar. A quote tends to outline a set amount that the client will be charged at the end of a project. An estimate is sent with an understanding that the amount could change as the details of the project become clearer. You need to be clear with your clients up-front if you will invoice for a quoted amount or if the amount is likely to change depending on actual time and costs.

What if a client wants to change the quote?

A quote can’t be changed once it’s been approved by the customer, unless you both agree to it in writing.

However, if a client requests a change before approving a quote, you can either create an additional quote to cover the new work, or change the existing quote to cover the requested additions.

If there are a lot of changes, it’s usually best to write a new quote. This will help both you and your customer be clear on what you’ve agreed, minimizing the risk of confusion. You will also be able to invoice work more easily as and when you complete it.

Workever creates a powerful home for your quoting workflows, allowing you to track updates easily. This cuts out any confusion when it comes to billing, and helps you and your client stay on the same page. 

Win the contracts you want with Workever

As you can see, your quote is more than just a price tag. It lets you break down the value of the service you’re providing, as well as your commitment to professionalism and punctuality. All these things add up to make a successful quote and maximize your chances of winning the job.

However, nobody likes filling in forms. That’s why Workever does the work for you. Workever helps you create top-level field service quotations and automatically connect quotes, customers and invoices for a seamless job management quoting workflow. Our all-in-one field service management software saves time on admin so you can spend it on what really matters.

If you’re a field service professional looking to save time creating professional quotes, start your free 30 day trial today.

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