Free quote template for UK tradespeople (PDF, Word and Excel)
A one-page quote with labour and materials priced separately, VAT, what's included and what isn't, payment terms and a space for the customer to accept. Download it as a PDF, Word or Excel file, with no sign-up.
On this page
GOV.UK doesn't set a required layout for quotes. This template covers the details customers and contractors commonly expect, so treat it as good practice rather than a legal form.
What's in the template
- Your details and the customer's, the site address, a quote number and date, and a valid until date.
- Labour lines (days or hours at a rate) and materials lines, kept apart. This helps if you work under CIS, because the contractor's deduction is taken from labour and not from the direct cost of materials you paid for.
- Totals with VAT at 0%, 5% or 20% (Excel version), plus a reverse charge switch for construction work where it applies.
- Boxes for what's included and not included, and for payment terms: deposit, stage payments and when the balance is due.
- A space for the customer to accept the quote with a name, signature and date.
A quote is not an invoice
A quote tells the customer what you'll charge before the work. An invoice asks for payment for work done. GOV.UK lists the details an invoice must include (a unique number, supply date, invoice date and so on), and a quote doesn't have to carry them. When the job or a stage is finished, send a proper invoice. Our guide on invoices, receipts and quotes explains the differences, and the invoice template has the checklist.
Worked example
| Item | Amount |
|---|---|
| Labour: 4 days × £200 | £800.00 |
| Materials: plasterboard, beads and adhesive | £450.00 |
| Subtotal | £1,250.00 |
| VAT at 20% | £250.00 |
| Quote total | £1,500.00 |
If the customer is a contractor who will deduct CIS at 20% from the labour when they pay, the deduction would be £160.00 (20% of £800), taken from payment and not from the VAT or materials. For your own figures, try the free quote generator, which also saves a PDF, or the CIS calculator.
Tips for a quote that wins the job and avoids arguments
- Say what's included. List the work, and say what isn't covered, such as making good, waste removal or extra visits.
- State whether prices include VAT. A price of £1,250 means different things with and without VAT. If you're VAT-registered, show the VAT separately.
- Set an expiry date. Material prices move, so say how long the price holds.
- Explain variations. Say how extra work will be priced and agreed before you do it.
- Agree payment terms up front. A deposit and stage payments protect your cash flow. See deposits and stage payments.
- Keep the accepted copy. A signed or emailed acceptance is your record of what was agreed.
Frequently asked questions
Is there a legal format for a quote in the UK?
GOV.UK doesn't set a required layout for quotes. A good quote describes the work, shows labour and materials, states whether VAT is included and says how long the price is valid.
Should a quote include VAT?
If you're VAT-registered, say whether the price includes VAT or show it as a separate line. If you aren't registered, don't add VAT.
What is the difference between a quote and an estimate?
A quote is an offer of a price for defined work, while an estimate is a rougher guide to the likely cost. Whichever you give, say clearly which it is and what it covers.
Can I charge for giving a quote?
Many tradespeople quote for free. If you plan to charge for a quote, tell the customer before you give it and agree the fee up front.
Can the template deal with CIS?
It keeps labour and materials separate, which is how CIS deductions are worked out. The deduction itself is taken by the contractor when they pay you, so it shows on your invoice and their payment statement rather than on the quote.
Is this quote template free?
Yes. Download the PDF, Word or Excel version without signing up.
Sources
- Invoices: what they must include – GOV.UK
- What you must do as a CIS subcontractor – GOV.UK
- VAT rates – GOV.UK
This guide is general information, not legal, tax or financial advice. Rules and rates change, so check the linked GOV.UK pages for the current position.