How to write a contractor quote that gets signed

1. Put the basics at the top

Your business name, phone and email, the customer's name and address, the job address, the date, and a quote number. If you charge GST/HST, include your registration number.

2. Describe the work clearly

Say exactly what you will do and what you will not. "Scratch coat and stucco finish on the front and side walls, about 800 sq ft" is much better than "stucco work". Clear scope is the best protection against "I thought that was included".

3. Itemize the price

List each item with a quantity and a price: labour, materials, delivery, disposal. Itemized quotes feel honest, and they make it easy to adjust one line without redoing everything.

4. Show the tax

Show the subtotal, the HST and the total so there are no surprises. If part of the job is taxed differently, separate those lines.

5. Set the deposit and payment schedule

Say how much you need to start and when the rest is due, for example "30% deposit, balance on completion". Say how you accept payment.

6. Give a start date and a timeline

Customers want to know when you can start and how long it takes. Mention anything that could change it, such as weather.

7. Add your terms

How long the quote is valid (30 days is common), what happens if the scope changes, and your warranty if you offer one.

8. Make it easy to say yes

Send it the same day, as a clean PDF with your logo, and let the customer approve it on a phone. The faster and clearer your quote, the more likely it is that you get the job.

Do it in minutes with BrightenBooks

BrightenBooks builds quotes from your saved price list, adds HST for you, puts your logo on a PDF, and lets the customer sign on your phone. When the job is done, one tap turns the quote into an invoice.

This guide is general information for small businesses in Canada, not tax or legal advice. Rules and rates change and depend on your situation, so check with the Canada Revenue Agency (CRA) or your accountant.