Quotation template (UK)

What is in the pack

• quotation-template-general.docx: a services quote with scope, exclusions, itemised price table, payment terms (50% on acceptance, 14 day final invoice, statutory late payment clause) and an acceptance block.
• quotation-template-building.docx: the construction variant with a trade by trade scope of works, provisional sums, a variations clause, stage payments (deposit, first fix, completion) and exclusions for unforeseen conditions, statutory fees and asbestos.
• quotation-template-uk.xlsx: both quote layouts as tabs with line totals, subtotal, VAT and total calculated for you, plus the Job costing tab: labour hours at a loaded rate with an NI, pension and overhead burden percentage, materials at cost plus markup, a contingency line and a margin check that warns below 15%.

Quote the price after you know the cost

The most common way to lose money on a job is quoting from the gut: day rate times days, plus roughly what the materials cost. That number quietly ignores employer National Insurance, pension, holiday cover, the van, the insurance, wastage, collection time and the hour of admin every job carries. The job costing tab makes those visible.

• Loaded labour rate: base hourly pay plus a burden percentage. With employer NI at 15% above the £5,000 secondary threshold, plus pension and overheads, 30 to 50% on top of base pay is typical. The default is 35%; put your own number in.
• Materials plus markup: merchant cost plus 10 to 20% for handling, wastage and collection time.
• Contingency: a percentage line for unknowns, higher for older buildings and vaguer briefs.
• Margin check: enter the price you intend to quote and the sheet shows the true cost, profit and margin, with a warning if the margin is under 15%.

Scope and exclusions: where quotes are won and lost

A quote is a promise to do defined work at a fixed price, so the definition matters more than the number. Both templates force the two lists that prevent disputes: what is included, line by line, and what is explicitly excluded. The building version adds two construction specific tools: provisional sums, so you can flag work that cannot be priced until it is opened up, and a variations clause, so scope changes get priced and agreed in writing before they are done rather than argued about at the final invoice.

Payment terms that protect your cash flow

Both templates ship with payment terms pre-written. The services version uses 50% on acceptance and the balance within 14 days of delivery. The building version uses staged payments: a deposit before materials are ordered, a stage payment at an agreed milestone and the balance on completion. Both carry a late payment clause citing the Late Payment of Commercial Debts (Interest) Act 1998, which entitles you to statutory interest at 8% over the Bank of England base rate plus fixed compensation on late business invoices. When the job is done, send the invoice from my matching UK invoice template pack.

Rates and assumptions

Rates last checked: 15 July 2026. Assumes tax year 2026/27: VAT standard rate 20%, employer NI 15% above the £5,000 secondary threshold.

What should a quotation template include?

A professional quote needs a unique reference, the date and an expiry date, your business details, the customer's details, a clear scope of work, an itemised price, explicit exclusions, payment terms and an acceptance section. The scope and exclusions do the heavy lifting: most quote disputes are really scope disputes, so write down what is not included as carefully as what is.

Is a quote legally binding in the UK?

Once the customer accepts a quote, it generally forms a contract at that price, which is why every quote needs an expiry date and tight exclusions. A quote differs from an estimate, which is a non-binding educated guess. Do not label a document a quotation unless you are prepared to do the work at that figure.

What should a building quote template include?

Everything a general quote has, plus a room by room or trade by trade scope of works, provisional sums for elements you cannot price until opened up, a variations clause requiring changes to be priced and agreed in writing, stage payment terms (for example 25% deposit, 50% at first fix, 25% on completion) and exclusions for unforeseen conditions, statutory fees and asbestos.

How do I price a job without losing money?

Cost it before you quote it. Labour at a loaded rate (base pay plus employer NI, pension, holiday and overheads, typically 30 to 50% on top), materials at cost plus a handling markup, and a contingency line for unknowns. Then check the margin your intended price leaves: the job costing tab in this workbook flags anything under 15%, because a margin thinner than that disappears with one bad day.

Should a quote include VAT?

If you are VAT registered, state clearly whether prices are inclusive or exclusive of VAT and show the VAT amount; consumers must be given VAT inclusive prices. If you are not registered, do not mention VAT at all. The Excel templates have a VAT rate cell you set to 0 if you are not registered.

How long should a quote be valid for?

Thirty days is the common default, and these templates use it. Materials prices move quickly in the trades, so shorten the validity window when quoting jobs with a heavy materials element.

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