How to Write a Quote for Building Work: What to Include So You Don't Get Burned

‍‌‌‌‌​​​​​‌​​‌​‌​​‌‌​​​‌​​‌​‌‌​​‌‍# S16. Writing your first quote - what to include so you don't get burned

This is a guide, not a contract. It's here to help you understand what a solid quote usually covers. It's not legal advice, and it doesn't replace proper terms and conditions for your business.

A quote is not "just a price". It's the start of a contract. If it's vague, you carry most of the risk when the job turns awkward.

1. THE SHORT VERSION

The law says your work must be done with reasonable care and skill, for a reasonable price and in a reasonable time if you haven't agreed those clearly.

A decent quote pins down what you're doing, what you're not doing, how much it costs, how they pay, and what happens if the job changes.

2. WHAT THE LAW EXPECTS FROM YOU (IN PLAIN ENGLISH)

For domestic jobs (homeowners, not companies), the Consumer Rights Act 2015 is the big one; older rules in the Supply of Goods and Services Act 1982 sit behind similar ideas.

In practice, when you quote:

• Your work must use reasonable care and skill – normal trade standard, not bodged.
• If you don't agree a price, the law expects a reasonable price.
• If you don't agree timescales, it must be done in a reasonable time.
• Anything you say in the quote or when selling the job that the customer relies on is binding – it becomes part of the contract.

So don't promise "everything included" unless you mean it.

3. BASICS EVERY QUOTE SHOULD HAVE

At minimum:

• Your name/business name, address, phone, email.
• Customer name and job address.
• Quote date and valid‑until date.
• A reference number (useful once you have a few on the go).
• Plain‑English description of the job.
• Scope of work – what you're doing.
• Exclusions – what you're not doing.
• Price (and whether VAT is included).
• Payment terms – deposit, stages, final balance.
• Basic variation wording – how extras get agreed and charged.

4. SCOPE, EXCLUSIONS, TIME AND VARIATIONS (THE "DON'T GET BURNED" BITS)

• Scope: list the main tasks and areas (demo, foundations, structure, roof, first/second fix, finishes) and refer to drawings/specs by date.
• Exclusions: clearly list what's out (kitchen units, appliances, floor coverings, landscaping, planning fees, asbestos, upgrades beyond spec).
• Time: say when you expect to start and how long it should roughly take, with a nod to weather and approvals.
• Variations: any extra or changed work gets agreed in writing first and is charged at an agreed rate or agreed fixed price per variation.

5. PAYMENT TERMS THAT PROTECT YOUR CASH‑FLOW

Give a clear schedule, e.g.:

• Deposit on acceptance (10–20%).
• Stage payments linked to milestones (foundations, shell watertight, first fix, plastering, completion).
• Final payment on completion, due within X days of invoice.

Be fair, but don't leave everything hanging on the very last day.

6. GUIDE, NOT GOSPEL

Use this as a checklist, not a script.

Every job is different. Adjust the scope, exclusions and payment terms so they actually match what you're doing on that specific project.

7. EXAMPLE QUOTE TEMPLATE (GUIDE ONLY)

Label this clearly as a guide on the site: Example quote layout (guide only - adapt for your jobs, this is not legal advice).

[YOUR BUSINESS NAME]
        [Your address]
        [Your phone] · [Your email]

        QUOTE
        Quote ref: [REF‑NUMBER]
        Date: [DATE]
        Valid until: [DATE]

        To:
        [CLIENT NAME]
        [JOB ADDRESS]

        1. Job description

        Proposed works:
        [Short description in plain English, e.g. "Single‑storey rear extension
        and internal alterations as per drawings [DRAWING NUMBERS/DATES]."]

        2. Scope of work (what's included)

        We will carry out the following works:

        • [e.g. Site set‑up, protection to existing areas.]
        • [e.g. Demolition/strip‑out of existing structures as per plans.]
        • [e.g. Foundations and concrete slab for new extension.]
        • [e.g. External walls, roof structure and covering.]
        • [e.g. First fix and second fix electrics/plumbing to agreed layout.]
        • [e.g. Plastering and making good to affected areas.]
        • [e.g. Basic decoration to new works only (one mist coat + two top
        coats to walls/ceilings).]

        Works are based on the following plans/specifications:
        [DRAWING REFS / SPEC DOCS / ISSUE DATES]

        3. Exclusions (what's not included)

        The following items are not included in this quote unless specifically
        listed above:

        • [e.g. Kitchen units, worktops, appliances.]
        • [e.g. Floor coverings (carpets, laminate, tiles) other than basic
        making good.]
        • [e.g. Loose furniture, blinds, curtains.]
        • [e.g. Planning fees, building control fees, structural engineer's
        fees.]
        • [e.g. Asbestos survey or removal.]
        • [e.g. Landscaping, fencing and external works beyond making good
        disturbed areas.]
        • [Any other key exclusions.]

        If you would like any of these items included, we can price them
        separately.

        4. Price

        Total price for the works described above:

        £[AMOUNT] [including / plus] VAT.

        VAT: [Not VAT registered / VAT charged at [RATE]% – VAT reg no.
        [NUMBER].]

        [Optional if needed:]
        Price based on current material and labour costs. If material prices
        increase by more than [X]% before work starts, we will discuss and
        agree any necessary adjustment before proceeding.

        5. Proposed timings

        Expected start: around [MONTH/YEAR], subject to planning/building
        control approvals and access.

        Estimated duration: approximately [X] weeks from start, subject to
        weather, site conditions and agreed variations.

        We will confirm exact start dates closer to the time.

        6. Payment terms

        Payments to be made by bank transfer to:
        [ACCOUNT NAME] · Sort code: [XX‑XX‑XX] · Account no: [XXXXXXXX]

        Proposed schedule:

        • 10% deposit on acceptance of this quote.
        • [X]% on completion of foundations.
        • [X]% on completion of shell and roof watertight.
        • [X]% on completion of first and second fix.
        • [X]% on completion of works.

        Invoices are due within [7/14] days of issue.

        (Percentages must total 100%. Adjust stages to suit your job.)

        7. Variations and unforeseen works

        This quote covers only the works listed under "Scope of work".

        Any additional work or changes requested by you, or required due to
        unforeseen conditions (for example defects, asbestos, structural
        issues, non‑compliant existing work), will be treated as a variation.

        Variations will be agreed in writing (email is fine) before we carry
        them out.

        Variations will be charged at £[RATE] per hour plus materials, or at a
        fixed price agreed in advance for that variation.

        8. Access, responsibilities and guarantees

        You will provide clear access to the work areas during normal working
        hours and remove personal belongings from the immediate work zone.

        We will take reasonable care to protect existing finishes but cannot be
        responsible for pre‑existing defects or unrelated issues.

        Our workmanship is guaranteed for [X months/years] from completion.
        This does not cover normal wear and tear, misuse, or damage caused by
        others after we have finished.

        If you are happy to proceed on the basis of this quote, please confirm
        in writing (email is fine):

        "I accept quote [REF‑NUMBER] dated [DATE] for [YOUR BUSINESS NAME] to
        carry out the works at [ADDRESS] for £[AMOUNT] [including/plus] VAT on
        the terms set out in the quote."

        Signed: ___________________________ Date: _______________
        Name: [CLIENT NAME]
      

Reminder: This template is a guide only. Use it as a checklist and starting point. Change the wording, scope, exclusions and payment terms so they match your actual business, your insurer's advice and, if you get it, any legal advice you choose to take.

OPTIONAL ADD‑ON: SIMPLE PAYMENT TERMS CLAUSE (GUIDE ONLY)

Optional payment‑terms add‑on (guide only - adapt for your own contracts). You can paste this after the "Payment terms" section in the quote template:

9. Additional payment provisions (construction jobs)

The following applies in addition to the payment schedule above, particularly for longer jobs:

Due date and final date for payment

The due date for each payment is the date we submit our invoice or payment application for that stage.

The final date for payment is [14/21] days after the due date unless we agree otherwise in writing.

Payment notices / pay less notices (business clients)

If you are a business customer:

• If you disagree with the amount claimed, you must send us a written payment notice within 5 days of the due date, stating the amount you agree is due and how it is calculated.
• If you intend to pay less than the amount claimed or previously agreed (the "notified sum"), you must send us a written pay less notice at least [X] days before the final date for payment, explaining the reasons and how the amount is calculated.

Late payment (business clients)

If payment is not made by the final date for payment, we may:

• Charge interest on overdue sums at [X]% per annum above the Bank of England base rate, and
• Claim fixed recovery costs and reasonable additional recovery costs, in line with the Late Payment of Commercial Debts (Interest) Act 1998, where that Act applies.

Suspension of work (business clients)

Where permitted by law, if payment is not made by the final date for payment and no valid payment notice or pay less notice has been given, we may suspend work after giving you the written notice required by the Housing Grants, Construction and Regeneration Act 1996 (as amended).

This payment‑terms add‑on is a guide only. Check that it fits your actual jobs and get professional advice if you're using it on bigger or more complex contracts.

WHAT TO DO NEXT

• Use the template in this guide as a starting point and adapt it for your next job.
• Always list exclusions clearly so the customer knows what is and is not included.
• Set payment stages tied to milestones so you are not waiting until the end for all your money.
• Include a variation clause so extras are agreed in writing before you do them.
• If the job is bigger than you are used to, get your quote checked by someone experienced before you send it.

SOURCES

• Consumer Rights Act 2015. https://www.legislation.gov.uk/ukpga/2015/15
• Supply of Goods and Services Act 1982. https://www.legislation.gov.uk/ukpga/1982/29
• Housing Grants, Construction and Regeneration Act 1996. https://www.legislation.gov.uk/ukpga/1996/53

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