Checklists
What should a professional quote include?
Use this complete checklist to cover identities, scope, pricing, tax, dates, payment terms, exclusions and approval details.
A professional quote should include enough information for the client to identify the work, understand the price and accept it without guessing. At minimum, cover who, what, how much, by when and under which terms.
1. Your business details
Show the trading or company name, address, telephone, email and relevant tax or registration details. Add a logo if it improves recognition, but do not let branding push essential information off the page.
2. Client and site details
Identify the client or organisation receiving the quote. If the work address differs from the billing address, record both. A named contact is particularly helpful for commercial or managed properties.
3. Quote reference and dates
Use a unique quote number. Include the issue date and a “valid until” date. References make later conversations, revised versions, payments and accounting records easier to match.
4. A clear scope of work
State the result and location of the work. Break complex jobs into phases or areas. Include important specifications, sizes, finishes or product ranges. Then record the key exclusions and assumptions.
Compare these descriptions:
- Weak: “Bathroom work — €2,500”
- Clear: “Remove existing basin and WC, alter accessible supplies and wastes, install client-selected replacements, seal and operationally test. Tiling and decoration excluded.”
5. Itemised price information
Use line items that help the client and your own team check the price:
| Field | What it explains |
|---|---|
| Description | The labour, material, service or phase |
| Quantity | How many hours, units, metres or days |
| Unit | The basis used to measure the quantity |
| Unit price | The price for one unit |
| Line total | Quantity multiplied by unit price |
Show the subtotal, any discount, applicable tax and final total separately. State the currency and whether prices include or exclude tax.
6. Schedule and payment terms
Where possible, state an anticipated lead time or start window and the expected duration. Explain deposits, progress payments, final payment timing and accepted payment methods. For staged work, connect each payment to a clear milestone.
7. Variations and client responsibilities
Explain how additional work will be priced and approved. Record client responsibilities that affect your price, such as providing access, clearing rooms, arranging parking or supplying fixtures by a certain date.
8. Approval method
Make the next step unambiguous. The client might accept through a secure public link, sign and return the quote, confirm in writing, or pay the agreed deposit. Include the person they should contact with questions.
Optional information worth adding
- warranty or guarantee terms you genuinely provide;
- insurance details when relevant;
- supporting drawings or specification references;
- alternatives or optional upgrades;
- sustainability, disposal or recycling details;
- revision number when a quote has changed.
Final review checklist
Before sending, verify:
- names, addresses and quote number;
- quantities, unit prices and arithmetic;
- scope, assumptions and exclusions;
- current material prices and availability;
- tax, currency and payment schedule;
- issue, validity and anticipated work dates;
- spelling, PDF layout and mobile readability;
- one clear way for the client to approve.
Requirements for invoices, consumer contracts and tax documents vary. Confirm the rules that apply to your country and business with an accountant or qualified adviser.
For help producing the document, follow how to create a professional quote. If the final cost is not sufficiently predictable, first read quote versus estimate.