Free quote template for UK small businesses

A useful quote tells the customer what you will deliver, what it costs and what they need to decide. Download the plain-text template below and adapt it in your usual document editor. No email address is required.

Separate the scope from the price

Describe the outcome and the work included before listing figures. For a decorating job, “prepare and repaint the walls in the hallway” is more useful than “decorating works”. Record the rooms or quantities, preparation, materials, number of coats and any access assumptions that affect the price. Put exclusions in their own section so both parties can find them.

Check each line and the overall total

Use quantity × unit rate for each priced item, then add the line totals. For example, three labour days at £250 are £750; materials of £180 bring the subtotal to £930. This illustration excludes any applicable tax. Use your actual agreed tax treatment and check the final amount separately; the template does not calculate figures for you. Keep your internal costs and margin calculations separate from the customer-facing quote.

Explain what the price depends on

Record assumptions such as clear access, available drawings or customer-supplied materials. State when the quote expires and describe proposed timing as provisional if capacity has not been reserved. Refer to your approved payment and commercial terms rather than inventing terms for each job.

Keep evidence of the customer’s decision

Give the quote a unique reference and revision. Save the exact version issued, the date and the recipient. Record acceptance of that version through your normal agreed process. A follow-up conversation should become a dated note, with any changes reflected in a revised quote or separately approved variation.

Use the quote through the rest of the job

When work is accepted, give it a job reference and link the accepted quote, customer instructions and subsequent changes. At handover, compare the completed work against this record. This avoids reconstructing the scope from messages when you prepare the final invoice.

Copy or download the quotation template

QUOTATION
Business name and contact details:
Customer name and contact:
Site / delivery location:
Quote reference:
Revision:
Date issued:
Valid until:

WORK INCLUDED
1.
2.

PRICING
Description | Quantity | Unit rate | Line total

Subtotal: £
Applicable tax treatment / amount: 
Total payable: £

ASSUMPTIONS

EXCLUSIONS

PROPOSED TIMING AND DEPENDENCIES

PAYMENT / COMMERCIAL TERMS REFERENCE

CUSTOMER DECISION RECORD
Quote reference and revision accepted:
Customer name:
Date and method of confirmation:
Evidence location:

Internal next action and owner:

Download this example

Save the text file, or select the example above and copy it into your own document. Replace all placeholders before using it.

This is a general administrative template, not a complete contract. Check figures, tax treatment and approved commercial terms before sending.

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