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Quote template for service businesses: what to include, with an example

A good quote wins the job and prevents arguments later. Here is everything a professional quote should contain, a filled-in example you can copy, and a faster way to produce it every time.

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What a professional quote must include

Use this as a checklist, whether you write quotes in Word, Excel or Duwora.

  1. 1

    Your business details

    Business name, address, phone, email and — where it applies — your company and VAT registration numbers.

  2. 2

    The customer's details

    Name or company, address of the job if it differs, and how to reach them.

  3. 3

    Quote number and date

    A unique number makes it easy to refer to later. Keep revisions as new versions rather than overwriting the old one.

  4. 4

    A clear description of the work

    One line per service or material, in words the customer understands.

  5. 5

    Quantity, unit and unit price

    Hours, square metres, pieces or a fixed price — so the customer can see how the total is built.

  6. 6

    Subtotal, tax and total

    Say whether prices include VAT, show the tax rate, and make the final amount impossible to miss.

  7. 7

    Validity date

    How long the price holds. Material costs change; a validity date protects you.

  8. 8

    What's not included

    Exclusions and assumptions — access, disposal, parking — prevent most disputes.

  9. 9

    Payment and terms

    Deposit, payment due date and any conditions that apply.

  10. 10

    How to accept

    Reply by email, sign, or simply call. Make saying yes easy.

Example quote

A filled-in example. In Duwora, your details, services and taxes are filled in for you.

Novak Home Services

12 Oak Street · Springfield · Tax ID 12-3456789

Quote

Q-2026-014

Prepared for
Anna Bergmann
14 Mill Lane · Springfield
Issued
Oct 5, 2026
Valid until
Nov 4, 2026
DescriptionQtyUnit priceAmount
Bathroom tiling, walls12 m²$42.00$504.00
Remove and dispose of old tiles3 h$40.00$120.00
Adhesive, grout and trims1 set$110.00$110.00
Subtotal
$734.00
Sales tax 8%
$58.72
Total
$792.72

Price valid for 30 days. 30 % deposit on acceptance, balance on completion. Parking at the property is assumed.

Five tips for quotes that win the job

  • Send it the same day. Speed is often what wins the job, not price.
  • Itemise. A single lump sum invites haggling; clear lines build trust.
  • Follow up after two or three days — most customers simply forget.
  • Keep every version. If the scope changes, issue a new version instead of editing the old one.
  • Use your customer's language. A quote they understand is a quote they accept.

Local rules to keep in mind

Requirements differ by country. If you are VAT-registered, show your VAT number and the tax rate on each quote. If you are not, say so. When in doubt, check with your accountant — Duwora lets you set tax details per business so every quote gets them right.

Quote template questions

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