Hiring a tradesperson without a written quote can quickly lead to misunderstandings, unexpected costs and disputes.

Whether you’re replacing a boiler, renovating a bathroom or building an extension, a detailed written quote helps both you and the contractor understand exactly what’s included before any work begins.

Here’s what every written quote should contain.

What is a written quote?

A written quote is a document that outlines:

• The work to be completed
• The total price
• What’s included
• What’s excluded
• Payment terms
• Expected timescales

Unlike a rough estimate, a written quote is based on the information available at the time and gives you a much clearer understanding of the final cost.

1. Business details

A professional quote should include:

• Business name
• Contact details
• Company registration (if applicable)
• VAT number (if registered)

Knowing exactly who you’re hiring makes it easier to verify the business and contact them if needed.

2. A clear description of the work

The quote should explain exactly what the contractor will do.

For example, instead of saying:

Bathroom renovation

A better description would be:

• Remove existing bathroom suite
• Install new bath, toilet and basin
• Tile shower area
• Install new flooring
• Connect plumbing
• Remove waste

The more detail, the fewer surprises later.

3. Itemised costs

A good quote should clearly separate costs where possible.

For example:

Itemised pricing helps you understand exactly where your money is going.

4. What’s included

One of the biggest causes of disputes is assuming something is included when it isn’t.

The quote should clearly state whether it includes:

• Materials
• Labour
• Waste removal
• Scaffolding
• Decorating
• Plumbing
• Electrical work
• Skip hire
• Building control fees
• VAT

Never assume.

If it’s not written down, ask.

5. What’s NOT included

This section is just as important.

For example:

• Structural repairs
• Unexpected plumbing problems
• Decorating
• Landscaping
• Furniture removal
• Planning application fees

Knowing what’s excluded helps you budget accurately.

6. Estimated start and completion dates

The quote should include:

• Expected start date
• Estimated completion date
• Approximate project duration

While delays sometimes happen due to weather or material shortages, having a timeline helps everyone understand the expectations.

7. Payment schedule

Avoid paying the entire amount upfront.

Instead, the quote should explain:

• Deposit required
• Stage payments (if applicable)
• Final payment
• Payment method
• Payment due dates

For larger projects, staged payments linked to completed work are often a sensible approach.

8. Warranty or guarantee

Ask whether the contractor provides a guarantee on:

• Workmanship
• Materials
• Installed products

Also ask how long the guarantee lasts and what it covers.

9. Quote validity

Material prices can change.

Many contractors specify that a quote is valid for a certain period, such as 30 or 60 days.

After that, a revised quotation may be required.

10. Terms and conditions

Professional businesses often include terms covering:

• Changes to the work
• Cancellation
• Delays outside their control
• Payment terms
• Liability
• Dispute procedures

Take a few minutes to read them before accepting the quote.

Red flags to watch for

Be cautious if a quote:

• Isn’t in writing.
• Contains only one total price with no explanation.
• Doesn’t include business details.
• Requires full payment upfront.
• Doesn’t explain what’s included.
• Is significantly cheaper than every other quote.

The cheapest quote isn’t always the best value.

Should you get more than one quote?

Yes.

Getting at least three written quotes gives you a better understanding of:

• Average market prices
• Different approaches
• Materials being proposed
• Project timescales

Don’t automatically choose the cheapest.

Compare experience, reviews, communication and what’s actually included.

Frequently Asked Questions

Is a written quote legally binding?

It can become part of the agreement once accepted, although the legal effect depends on the circumstances and any terms agreed between both parties.

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

A quote is a fixed or clearly defined price based on the known scope of work.

An estimate is an approximate cost that may change as more information becomes available.

Can a contractor change the price?

If additional work is discovered or you ask for changes, the price may increase.

Any changes should ideally be agreed in writing before the extra work begins.

Should I pay a deposit?

For larger projects, a reasonable deposit is common, particularly where materials need to be ordered.

However, be cautious of requests for the full payment before work starts.

Final thoughts

A detailed written quote protects both you and the contractor.

It makes expectations clear, reduces misunderstandings and helps prevent unexpected costs during the project.

If something isn’t included in the quote, ask before agreeing to the work—not after it has started.

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Author: manager

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