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How to write a quote: what to include
A good quote is clear, complete and easy to accept. In short: your details and the client's, number and date, line items with quantities and prices, subtotal, tax, total, validity and how to accept it.
Updated October 4, 2026 · by Kharonte Studio
What to include, in order
- Header. Your details (name or company, contact, tax ID where applicable) and the client's.
- Number and date. A sequential number makes quotes easy to find and avoids confusion.
- Line items. A clear description, quantity and price: keep materials and labor separate.
- Totals. Show subtotal, tax and total clearly.
- Validity and terms. How many days it is valid, indicative timing and payment terms.
- Acceptance. A space for the client's signature makes clear when the quote becomes a job.
Sample line-item structure
| Description | Qty | Amount |
|---|---|---|
| Materials | 1 | €480.00 |
| Labor (hours) | 6 | €228.00 |
| Subtotal | €708.00 | |
| VAT 22% | €155.76 | |
| Total | €863.76 |
Made-up amounts for illustration, not a price list.
This guide is a practical outline, not tax advice: rates and obligations depend on your case, so check with your accountant.
Tips to get it accepted
- Send it as soon as possible, ideally right after the site visit.
- Use a tidy PDF with your logo: it looks professional.
- State what is included and what is not, to avoid disputes once work has started.
Frequently asked questions
What should a quote contain?
Both parties' details, number and date, line items with quantities and prices, subtotal, tax, total, validity and acceptance.
Is a quote binding?
It depends on the content and the case: for legal consequences ask a professional.
What format should I send it in?
PDF is the most common: it opens on any device and cannot be edited by accident.