Ready-to-Use Construction Work Quotation Template
This construction work quotation template helps contractors, builders and clients record the scope of work, materials, labour costs, schedule, payment terms and exclusions in a clear written format. It can be adapted for renovation, repair, building and installation projects before work begins.
A construction work quotation is a written proposal that sets out the expected cost and conditions for completing a building, repair, renovation or installation project. It helps clients compare proposals and gives contractors a structured way to describe the work they are offering. A clear quotation reduces disputes by identifying what is included, what is excluded and how changes will be priced. This ready-to-use template can be adjusted to suit small domestic jobs or larger commercial projects.
What a construction quotation should cover
A useful quotation identifies both parties, the project location and a sufficiently detailed description of the requested work. It should separate labour, materials, equipment, subcontracting and applicable taxes wherever possible, so the client can understand how the total has been calculated.
The document should also state the quotation validity period, estimated start and completion dates, payment schedule and any assumptions affecting the price. A quotation is more reliable when it is based on a site visit, approved drawings or a written specification.
Fixed prices and estimates
A fixed-price quotation states a defined amount for a clearly described scope of work. An estimate is a good-faith forecast and may change if quantities, site conditions or specifications differ from the assumptions used to prepare it.
Essential fields to include
Each item should be described in enough detail to allow the client to see the unit, quantity, rate and line total. Vague descriptions such as “general works” can make later disagreements more likely, especially when additional tasks are requested during the project.
| Document field | Purpose | Common error |
|---|---|---|
| Client and contractor details | Identifies the parties and contact information | Using incomplete legal or trading names |
| Project address | Specifies where the work will be carried out | Omitting unit, floor or site details |
| Scope of work | Defines tasks, finishes and deliverables | Using broad descriptions without specifications |
| Price breakdown | Shows labour, materials and other charges | Failing to state whether taxes are included |
| Payment terms | Sets deposits, milestones and due dates | Not linking payments to measurable stages |
| Exclusions | Clarifies work or costs outside the price | Leaving assumptions undocumented |
How to prepare an accurate price
Begin by reviewing the site conditions and the client’s written requirements. Measure quantities carefully, identify access limitations and verify whether permits, utility work, structural alterations or specialist trades will be needed.
- List every task in the proposed scope of work.
- Measure materials and include a reasonable allowance for waste.
- Calculate labour hours and applicable labour rates.
- Include delivery, equipment hire, disposal and subcontractor costs.
- State taxes, contingencies and exclusions clearly.
Allowances and provisional sums
Where a product selection or the exact quantity of work is not yet known, identify the amount as an allowance or provisional sum. State what the allowance covers and explain that the final amount may be adjusted when the actual cost or quantity is confirmed.
Editable template
Document template
CONSTRUCTION WORK QUOTATION
Quotation reference: ____________________
Place: ____________________ Date: ____________________
Quotation valid until: ____________________
Contractor: ____________________
Business address: ____________________
Registration / tax number: ____________________
Contact person, telephone and email: ____________________
Client: ____________________
Client address: ____________________
Client contact details: ____________________
Project address: ____________________
Project title: ____________________
| Item / description of work | Quantity | Unit | Unit price | Amount |
|---|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| Labour subtotal | ____________________ | ____________________ | ||
| Materials subtotal | ____________________ | ____________________ | ||
| Other costs / equipment / disposal | ____________________ | ____________________ | ||
| Tax | Rate: ____________________ | ____________________ | ||
| TOTAL QUOTED PRICE | Currency: ____________________ | ____________________ | ||
Scope of work: ____________________
________________________________________________________________________________
Materials, finishes and specifications: ____________________
________________________________________________________________________________
Estimated start date: ____________________
Estimated completion date / duration: ____________________
Payment schedule: ____________________
Deposit required: ____________________
Exclusions and assumptions: ____________________
________________________________________________________________________________
- This quotation covers only the work, materials and services expressly described above.
- Any variation, additional work or change requested by the client must be approved in writing before it is carried out and may affect the price and completion date.
- Payments shall be made in accordance with the payment schedule stated in this quotation.
- This quotation becomes effective only upon written acceptance by the client and remains subject to the stated validity period.
Client acceptance: I confirm that I have reviewed and accept this quotation and its stated terms.
Contractor signature: ____________________ Date: ____________________
Client signature: ____________________ Date: ____________________
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Payment, schedule and validity terms
Payment terms should specify the required deposit, milestone payments and final balance. Milestones should be connected to defined stages, such as mobilisation, completion of structural work, installation or final handover, rather than unclear time periods alone.
The quotation should state how long it remains valid, because material prices and labour availability can change. It is also helpful to describe the expected project duration and the events that may reasonably affect it, including client changes, delayed approvals, weather or concealed site conditions.
- Confirm the scope, drawings and specifications with the client.
- Prepare the itemised pricing and identify all exclusions.
- Send the quotation with validity, payment and schedule terms.
- Obtain written acceptance before ordering materials or starting work.
Use written variation approvals for any change in scope, price or completion date before the additional work begins.
Changes, exclusions and acceptance
Construction projects often change after work starts. The quotation should state that additional work, client-requested alterations and unforeseen conditions require a written variation setting out the revised price and any effect on the schedule.
Common exclusions may include planning approvals, permit fees, design services, utility upgrades, asbestos or hazardous-material removal, hidden defects and work outside normal hours. Only list exclusions that genuinely apply to the project, and make sure the client has an opportunity to ask questions before accepting.
Frequently asked questions
Is a quotation the same as an invoice?
No. A quotation is a proposal issued before the work is performed, while an invoice requests payment for work, materials or services supplied under agreed terms.
Should taxes be included in the quoted total?
The quotation should expressly state whether taxes are included or excluded. Where taxes apply, show the relevant rate and total tax amount whenever practical.
Can a contractor change an accepted quotation?
Changes should normally be agreed in writing, particularly where they affect the scope, price or schedule. The enforceability of a quotation and any variation depends on the applicable law and the terms accepted by the parties.