Start with the project details
Include the customer's name, site address, quotation date, reference number and a clear description of the proposed work. State how long the quotation remains valid and who the customer should contact with questions.
Describe the scope of work
Break the job into understandable stages. Explain what work will be carried out, what materials or finishes are included and what standard or specification is allowed for. Avoid vague descriptions such as 'complete renovation' without explaining the actual tasks.
List exclusions and assumptions
Make clear what is not included, such as specialist reports, planning fees, unexpected structural repairs, customer-supplied fittings or work by other contractors. Record assumptions about access, existing services, ground conditions and customer selections. If something cannot be confirmed until opening up, explain how it will be priced if it arises.
Show the costs clearly
Where useful, separate labour, materials, subcontractors, plant, scaffolding, waste removal and other project costs. Explain any provisional sums or allowances and how variations will be agreed. Make sure the total is easy to find and that VAT is shown correctly for the business and transaction.
Explain the payment schedule
Set out any booking deposit, staged payments, valuation dates and final balance. Link stage payments to clear project milestones where possible. Include the payment due dates and accepted payment methods. The schedule should be realistic for the work and agreed before the project starts.
Set out the programme
Give an anticipated start window, estimated duration and key milestones if these can reasonably be forecast. Explain that weather, material lead times, customer decisions, inspections and unforeseen conditions can affect the programme.
Cover changes and customer approvals
Describe how changes to the scope will be recorded, priced and approved before additional work is undertaken. Keep written records of customer choices, variations and any changes to the programme or price.
Include terms and acceptance
Provide relevant terms covering access, site conditions, waste, materials, cancellations where applicable, workmanship guarantees and how disputes or defects will be handled. Give the customer a clear way to accept the quotation and retain a copy of the accepted version. Have your terms reviewed for compliance with the law and your business circumstances.
Use a repeatable quoting process
A consistent checklist helps reduce omissions and makes quotations easier for customers to compare. The TRADEKIT Builder's Business Toolkit from Evanis is an editable Excel workbook designed to support quote preparation, job tracking and invoice administration. It is an administrative aid, not a substitute for professional legal, tax or accounting advice.
Once the work is agreed, read our UK builder invoice checklist to help keep the invoice details aligned with the quotation.