How to Write Professional Quotes That Win Jobs (NZ Tradies Guide)
You've done the hard work - shown up on time, inspected the job, built rapport with the customer. Now comes the moment of truth: sending the quote.
A professional quote can be the difference between winning the job and watching it go to a competitor. In this guide, we'll show you exactly how to write quotes that look professional, build trust, and get approved faster.
What Makes a Quote "Professional"?
A professional quote isn't just about fancy formatting (though that helps). It's about being clear, complete, and easy to approve.
Here's what every professional quote needs:
1. Your Business Details (Branding)
Why it matters: Customers need to know who they're dealing with. A branded quote builds trust and looks more legitimate than a plain text email.
What to include:
- Your business name and logo
- ABN/GST number (if registered)
- Contact details (phone, email, address)
- Trade certifications or licenses (electrician license, plumber registration, etc.)
Thompson Plumbing Ltd
Licensed Master Plumber #12345
ABN: 12-345-678-901
Phone: 021 234 5678
Email: mike@thompsonplumbing.co.nz
2. Customer Details
Why it matters: Shows you're organized and helps prevent mix-ups if you're sending multiple quotes.
What to include:
- Customer name
- Property address (if different from contact address)
- Contact phone/email
- Date of quote
3. Clear Job Description
Why it matters: Avoids scope creep and disagreements later. Both you and the customer know exactly what's included.
What to include:
- Detailed description of work to be done
- Specific materials or products you'll use (brand, model, specs)
- What's NOT included (exclusions)
Good example:
Hot Water Cylinder Replacement - Full Installation
- Remove existing 135L Rheem cylinder
- Supply and install new Rheem 180L Stellar 330 stainless steel cylinder
- Install new pressure relief valve and expansion valve
- Connect all plumbing (includes new copper piping as required)
- Test system and ensure compliance with NZ building code
- 6-year manufacturer warranty included
Excludes: Any electrical work required (customer to arrange sparky)
4. Line-Item Pricing Breakdown
Why it matters: Transparency builds trust. Customers want to see where their money is going.
What to include:
- Each task or component as a separate line
- Quantity (if applicable)
- Unit price
- Subtotal for each line
- GST (if registered)
- Total amount
5. Terms & Conditions
Why it matters: Protects you from payment disputes and sets clear expectations.
What to include:
- Payment terms (deposit required? Net 7 days? Payment on completion?)
- Quote validity period (e.g., "Valid for 30 days")
- Cancellation policy
- Who's responsible for permits/consents (if applicable)
- Warranty information
Terms:
- 50% deposit required to secure booking
- Balance due on completion
- Quote valid for 30 days from date above
- All work guaranteed for 12 months
- Customer responsible for obtaining building consent (if required)
6. Call to Action (How to Approve)
Why it matters: Make it dead simple for customers to say yes. Remove friction.
What to include:
- Clear instructions on how to approve (reply via email? Sign and return? Click a link?)
- Your contact details again
- Expected start date (if they approve today)
To proceed:
Reply to this email with "Approved" or click the approval link above.
We can start work as early as Tuesday, January 7th.Questions? Call me anytime: 021 234 5678
5 Quote Writing Tips That Win More Jobs
Tip 1: Speed Wins
The reality: Most customers get 2-3 quotes. The fastest quote often wins, even if it's not the cheapest.
Action: Send your quote within 24 hours of the site visit (ideally same day). Use templates for common jobs to speed things up.
Paymate Pro Tip: With Paymate, you can create quotes on your phone while still on-site. Customer gets it before you've left the driveway.
Tip 2: Use Photos
Why: A picture is worth 1,000 words. Photos prove you inspected properly and remind customers what needs fixing.
Action: Take before photos during the site visit. Include 2-3 in your quote showing the problem area.
Example uses:
- Photo of the rusty hot water cylinder you're replacing
- Photo of the ceiling water damage from the leak
- Photo of the old wiring that needs replacing
Tip 3: Offer Options (Good, Better, Best)
Why: Gives customers choice and control. Often leads to higher-value jobs.
Action: Provide 2-3 pricing tiers for the same job.
Example (Deck Building):
Option A - Budget Deck: $8,500
- Pine framing and decking
- Basic stain finish
- 5-year warranty
Option B - Premium Deck: $12,800 (Most Popular)
- H4-treated hardwood framing
- Kwila decking
- Oil finish + 10-year warranty
Option C - Luxury Deck: $16,500
- Same as Premium
- + Built-in seating and planter boxes
- + LED deck lighting
Tip 4: Explain the "Why"
Why: Customers don't just buy the work - they buy the outcome. Help them see the value.
Action: Add a brief sentence explaining the benefit of the work.
Example: Instead of: "Replace old hot water cylinder" Write: "Replace old hot water cylinder to prevent flooding and ensure reliable hot water for your family"
Tip 5: Follow Up (Politely)
Why: Life gets busy. Customers might love your quote but forget to reply.
Action: If you haven't heard back in 3-5 days, send a friendly reminder.
Example:
Hi Sarah,Just following up on the quote I sent for your hot water cylinder replacement.
Are you still interested? I have availability next Tuesday-Wednesday if you'd like to go ahead.
Let me know if you have any questions!
Cheers,
Mike
Common Quote Mistakes (And How to Avoid Them)
❌ Mistake 1: Vague Job Description
Problem: "Fix leak - $500"
Why it's bad: Customer doesn't know what you're actually doing. Leaves room for disputes.
Fix: Be specific: "Locate and repair leak in bathroom vanity waste pipe. Includes removing vanity panel, replacing corroded pipe section (approx 30cm), and reinstalling panel."
❌ Mistake 2: No GST (When You Should Charge It)
Problem: You're GST-registered but forget to add GST to the quote.
Why it's bad: You're legally required to charge GST if registered. Forgetting it means you're $150 out of pocket on a $1,000 job.
Fix: Use quoting software that auto-calculates GST. Or double-check every quote manually.
❌ Mistake 3: Sending Quotes as Plain Text Emails
Problem: "Hey mate, job will be $2,500. Let me know."
Why it's bad: Looks unprofessional. Hard for customer to compare with other quotes. No clear breakdown.
Fix: Use a proper quote template (Word doc, PDF, or quoting software like Paymate).
❌ Mistake 4: Forgetting to Include Your ABN/License Number
Problem: Customer wants to check you're legitimate but can't find your credentials.
Why it's bad: Raises red flags. Customer may choose someone else who looks more professional.
Fix: Add your ABN, trade license, and insurance details to your quote header.
❌ Mistake 5: No Quote Expiry Date
Problem: Customer tries to accept your quote 6 months later when your prices have gone up.
Why it's bad: You're stuck honoring outdated pricing or look bad when you increase it.
Fix: Add "Valid for 30 days" or "Prices subject to change" to every quote.
Free Quote Template for NZ Tradies
We've created a free quote template you can download and customize:
Download Free Quote Template →
The template includes:
- Pre-formatted header with space for logo
- Customer details section
- Line-item pricing table (auto-calculates GST)
- Terms & conditions section
- Professional layout
How Digital Quotes Get Approved Faster
The old way:
- Create quote in Word
- Save as PDF
- Email to customer
- Customer prints it, signs it, scans it, emails it back
- (Or you drive back to their place to get a signature)
- Create quote on phone or laptop
- Send link to customer
- Customer clicks "Approve" on their phone
- You get instant notification
- Convert to invoice in one click
- No printing/scanning/driving
- Customer can approve from anywhere (even at work)
- Less friction = higher approval rate
Summary: Your Quote Checklist
Before sending any quote, make sure it includes:
- ✅ Your business name, logo, and contact details
- ✅ Customer name and job address
- ✅ Detailed job description (what's included and excluded)
- ✅ Line-item pricing breakdown
- ✅ GST clearly shown (if you're registered)
- ✅ Total amount (bold and clear)
- ✅ Payment terms and deposit requirements
- ✅ Quote validity period
- ✅ How to approve (make it easy!)
- ✅ Your contact details for questions
Next Steps
Ready to start sending professional quotes?
Option 1: Download our free quote template and customize it in Word Option 2: Try Paymate for free - create quotes in 2 minutes, send them from your phone, and get digital approvals. No credit card required.
Start Creating Professional Quotes Free →
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