You’re not losing jobs because your price is wrong. You’re losing jobs because your quote looks unprofessional or because the customer doesn’t understand what you’re actually offering.
Most tradespeople send handwritten quotes or vague WhatsApp messages. A customer compares that to a typed, detailed quote from a competitor and suddenly the competitor looks more trustworthy. The competitor wins the job, not because they’re better, but because their quote looks better.
Here’s how to write quotes that actually win jobs.
What a Good Quote Includes
Clear job description. Not “Bathroom renovation” but “Remove existing tiles, prepare surface, install 24 sqm of porcelain floor tiles, grout and seal.”
Price breakdown. Total price is important, but showing what you’re charging for helps customers understand value. “Labour £800, materials £400, total £1200.”
Timeline. “Work will be completed within 5 working days” or “Project will take 3 weeks” depending on scope.
What is and is not included. “Includes removal of old materials. Does not include disposal. Does not include structural repairs if discovered during removal.”
Validity period. “This quote is valid for 14 days.”
Format Matters More Than You Think
A handwritten quote on a scrap of paper makes you look amateur. A typed quote on a proper document makes you look professional.
You don’t need fancy design. A clean Word document with your name, phone number, date, and the details above is enough. Use a readable font. Use spacing so it’s easy to read. That’s it.
PDF is better than WhatsApp. PDF is better than an email typed out in plain text. A document that looks finished and professional will win more jobs than one that looks rushed.
Speed of Sending
Send your quote the same day or the next day. Not a week later. Not “when you get around to it.”
Customers are comparing quotes. If you send yours a week after they asked, you’ve already lost. They’ve probably booked someone else by then.
Same day is ideal. Next day is acceptable. More than that is losing money.
The Covering Message
Include a brief professional note when you send the quote. Not an essay. Just: “Hi John, here’s the quote for your kitchen tiling as discussed. Call me if you have questions. Cheers, Tom.”
That’s it. You’re confirming what you discussed, showing you listened, and making it easy to follow up.
Follow-Up After Sending
Send it. Then follow up three days later if you haven’t heard back.
“Hi John, just checking you got the quote OK. Give me a call if you want to move forward or if you have questions.”
One follow-up. That’s enough. More than that is pushy.
Quoting on WhatsApp: The Irish Reality
Most Irish tradespeople quote on WhatsApp. It’s quick and it’s how customers reach you. But WhatsApp quotes have problems: they’re easy to misread, hard to compare, and look temporary.
If you’re quoting on WhatsApp, at least make it clear and structured. “Cost breakdown: labour 800, materials 400, total 1200. Timeline: 5 days. Includes X, does not include Y.”
Still not ideal, but better than a rambling message.
Better: send a WhatsApp saying “I’ve put your quote in a PDF and I’m emailing it now” and then send the professional document.
Tools for Sending Quotes
Invoice Ninja. Free tier exists, generates professional invoices and quotes that you can email directly.
Jobber lite. Designed for trades, includes quote templates, timing tracking.
Word template. Create one good quote template in Word, fill in the details each time, export as PDF. Takes five minutes once, then reusable forever.
Google Docs. Similar to Word, maybe even easier because it’s online.
The tool doesn’t matter. What matters is that your quote looks professional, is sent quickly, and is specific enough that the customer understands exactly what they’re paying for.
The One Thing That Makes Quotes Stand Out
Specificity. List exactly what you will do.
“Kitchen tiling: 24 sqm porcelain tiles, fully grouted, sealed, includes removal of old tiles and surface prep” wins more jobs than “Kitchen tiling job £1200.”
Specificity does two things. It shows you’ve actually assessed the job and thought about what’s involved. And it gives customers confidence that you know what you’re doing.
The Honest Bottom Line
Your quotes lose because they look unprofessional or unclear, not because your price is wrong.
Spend 30 minutes creating a professional quote template. Use it every time. Send quotes the same day or next day. Follow up once if you haven’t heard back.
That system wins more jobs than 90% of tradespeople in Ireland are currently using.
Written by Maebh Collins
ACA qualified, Dundalk-based. I build websites and write SEO content for trade businesses across Ireland and the UK. If you have questions, get in touch.