How to write a quote
Seven steps from “can you send me a price?” to a signed quote, with the wording that prevents arguments later.
1. Confirm the scope before you price it
Write back what you understood the client wants, in their words, and ask what is out of scope. A quote priced against the wrong brief is worse than no quote.
2. Break the job into line items
Group the work into pieces the client recognises: “Homepage design”, “Two revision rounds”, “Supply and fit 6 m of skirting”. Line items make the price feel earned and make trimming easy if the budget is tight. The quote maker’s Writing help can draft these from a one-sentence description.
3. Price each line
Hours × rate, plus materials at cost or with a stated markup. Add a contingency line for real, named risks rather than padding every line invisibly.
4. Write the scope of work and exclusions
Two or three sentences, then bullet points for deliverables and for what is not included (stock photos, permits, hosting, weekend work). Exclusions prevent more disputes than any other sentence on the page.
5. Add tax, deposit and validity
Show tax separately if you are registered. State the deposit percentage and when the balance is due. Set a “valid until” date, typically 14–30 days out.
6. State how to accept
“Sign below to accept this quote and its terms.” An acceptance signature (drawn on a phone, or on a printed copy) turns agreement into a document you can point to.
7. Send it as a PDF and follow up
Export to PDF so the layout can’t shift, send it with a short email summarising the price and the next step, and diarise a follow-up before the validity date.
Common mistakes
- One lump-sum figure with no breakdown.
- No expiry date, so a year-old price comes back to bite you.
- Unlimited revisions by omission.
- Calling it an estimate when you mean a fixed price, or the reverse (see estimate vs quote).
Questions
How do I price a quote as a freelancer?
Estimate the hours per task, multiply by your rate, add materials or third-party costs, and add a small contingency for known risks. Present it as line items the client understands.
What should I write in a quote’s terms?
Validity period, deposit and payment schedule, what counts as a change request and how it is priced, and how the client accepts (signature or written reply).
How do I follow up on a quote?
A short check-in a few days after sending, and another before the validity date, is normal. Offer to walk through the scope rather than asking “any news?”.