Email templates to send a quote
Send the quote within 48 hours of the request or site visit, with an email that covers the essentials: the work, the price, how long the quote is valid, the timeline, and how to accept it, ideally with an e-signature link. The customer should be able to say yes from their phone.
By Alvyn Detavernier, founder · published
When to use it
- After an in-home estimate visit (contractor, remodel, landscaping).
- In response to a request that came in by web form or phone.
- After a negotiation, to send a revised version.
- For a business client who needs a quote to issue a purchase order.
- For a small job where the quote is a single line.
The templates, ready to copy.
Replace the parts in brackets with your details, proofread, send.
Template 1
Homeowner, after a site visit
Subject: Your [Company name] quote for [project]: $[amount]
Hi [First name], Thanks for having us out [day] to look at [project]. Here's your quote #[number]. At a glance: - Work: [short description] - Price: $[amount], including [materials, labor, permit fees, tax] - Timeline: [duration], with a possible start on [date] - Valid through: [date] To approve, sign online here: [e-signature link]. Questions about any line item? Call me at [phone]. Best, [Full name], [Company name]Template 2
Business client
Subject: Quote #[number]: [service], $[amount]
Hi [First name], Attached is quote #[number] for [service], based on your requirements from [date]. Total: $[amount], plus applicable sales tax Delivery: [duration] from PO Payment terms: [for example: 30% upfront, balance Net 30] Valid for: [30 / 60 / 90] days To move forward, send us the signed quote or a purchase order referencing the quote number. Best regards, [Full name] [Title], [Company name]Template 3
Revised quote after negotiation
Subject: Quote #[number]-R2: revised version
Hi [First name], As discussed, here's the revised quote. What changed: - [Change 1, for example: switched to 12 x 24 porcelain tile] - [Change 2, for example: removed the ceiling repair] New total: $[amount] (was $[previous amount]). All other terms stay the same. This version replaces the previous one. [First name], [Company name]Template 4
Short (small job)
Subject: Your quote: [service], $[amount]
Hi [First name], As promised, here's the price for [service]: $[amount], trip charge included, good through [date]. Just reply "Approved" and I'll send you a few dates to get it on the schedule. [First name], [Company name], [phone]Template 5
Heads-up text
Hi [First name], it's [Your name] with [Company name]. Your quote for [project] ($[amount]) just went to your email. Check spam if you don't see it. Questions? [phone]
Tips to make it work.
- Say whether it's a quote (fixed price) or an estimate (a best guess that can change). Customers read them differently, and the wording sets expectations if costs move.
- State how long the price is valid. It protects you if material costs rise before the customer signs.
- Use e-signatures. Under the federal ESIGN Act, electronic signatures are generally as valid as ink, and they cut days off the approval.
- In California, home improvement jobs over $500 in labor and materials need a written contract, and the down payment is capped at $1,000 or 10% of the price, whichever is less. Check your own state's rules.
- If you close the sale in the customer's home, the FTC Cooling-Off Rule can give them three business days to cancel sales of $25 or more, with some exceptions such as emergency repairs they requested. Give the required notice.
- Run your margin before sending, not after the signature: a pricing error on an approved quote is hard to fix.
Mistakes to avoid.
- An email with no price, so the customer has to open the PDF to see if they can afford it.
- Vague line items like "misc. materials," which invite suspicion and haggling.
- No expiration date, leaving you stuck with an old price after your supplier raises theirs.
- Sending a revised quote without saying what changed.
- Starting work on a verbal OK with no signed quote.
Frequently asked questions.
What should you write in an email when sending a quote?
What's the difference between a quote and an estimate?
Is a signed quote a legally binding contract?
How long should a quote be valid?
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