# Quote Template

> Free quote template: write the scope, what is and is not included, a fixed price, expiry date and signature line. Fill it in online or download the .docx.

Canonical: https://brickbyclick.ai/quote-template
Last updated: 2026-10-30

## What is a quote?

A quote (or quotation) is a firm price for a defined piece of work. It says exactly what you will do, what is and is not included, the price, and how long the offer stands. If the customer signs it before it expires, that is the price, unless they change what they want.

That last part is why the scope matters more on a quote than anywhere else. A fixed price only protects you if the scope is written down. The template below puts the scope, the inclusions and the exclusions above the price, so the customer reads what they are buying before they see the number.

## Free quote template: fill it in online

Fill in the left side and the quote on the right updates as you type. The sample is a move-out cleaning quote; replace it with your job. Write one item per line in Included and Not included.

Press **Print or save as PDF** and choose Save as PDF. The quote prints with a customer name, signature and date line so they can accept on paper.

## Download the quote template (.docx)

quote-template.docx

Letter size. Scope of work, included, not included, price table, expiry date, change terms and signature lines.

The Word file opens in Microsoft Word, Google Docs (File, Open, Upload) and LibreOffice. Replace each [bracketed] field and delete the hint line at the bottom before you send it.

## Quote vs estimate: which one to send

|  | Quote (this page) | Estimate |
| --- | --- | --- |
| Price | Fixed for the written scope | Your best guess, can change |
| Scope | Written in detail, with exclusions | Can be looser |
| If the job turns out bigger | You absorb it, unless the scope changed | You re-price it with the customer |
| Good for | Cleaning, landscaping, installs, events, anything you can price exactly | Repairs, renovations and jobs with unknowns |
| Customer accepts by | Signing before the expiry date | Signing or replying before the valid-until date |

If you cannot see everything before you start, behind walls, under floors, inside a machine, send an [estimate](https://brickbyclick.ai/estimate-template) instead, with labour and materials broken out and a line about hidden problems.

## What to include in a quote

- **“Quote” and a quote number**, and the words “fixed price” if that is what it is.
- **Your business details** and the customer and job address.
- **The scope of work** in plain words: what, where, how much and when.
- **Included and not included**, as two short lists. The exclusions prevent most arguments.
- **The price**, broken into lines if it helps, with tax.
- **Payment terms**: deposit, when the balance is due and how they can pay.
- **An expiry date.** Fourteen to thirty days is common.
- **How changes are handled**: extra work is quoted in writing first.
- **A signature and date line** for the customer to accept.

## Quote example

A cleaning company quotes a fixed price for a move-out clean. Tax is 5% (an example rate; use the GST, HST or sales tax that applies to you) and a 25% deposit books the date:

| Line | Qty × price | Amount |
| --- | --- | --- |
| Move-out deep clean, 3 bed, 2 bath | 1 job × $420 | $420.00 |
| Inside oven and fridge | 1 job × $60 | $60.00 |
| Interior windows and tracks, up to 20 | 1 job × $80 | $80.00 |
| Subtotal |  | $560.00 |
| Tax at 5% | $560 × 0.05 | $28.00 |
| **Fixed price total** |  | **$588.00** |
| Deposit, 25% | $588 × 0.25 | $147.00 |
| Balance when the work is done | $588 − $147 | $441.00 |

If the customer then asks for the carpets to be shampooed, that is on the Not included list, so it gets its own written quote. The $588 does not move.

## How to write a quote, step by step

1. **Pin down the scope.** Visit or get photos, and write exactly what you will do, where and when.
2. **List what is included and what is not.** Two short lists. Put anything customers often assume, but you do not do, under Not included.
3. **Price it.** Work out your cost for labour and materials, add your margin, and write the price as one or more lines with tax.
4. **Set terms and an expiry date.** Add the deposit, when the balance is due, how changes are handled, and the date the quote expires.
5. **Send it for signature.** Save it as a PDF and send it. The customer signs and dates it to accept before it expires.
6. **Book the job and invoice.** Once it is signed, book the work, take the deposit, and send the final invoice when the job is done.

Not sure of your numbers? The [margin calculator](https://brickbyclick.ai/margin-calculator) turns your cost into a price, and the [free invoice generator](https://brickbyclick.ai/free-invoice-generator) makes the invoice once the job is done.

## Questions people ask

### What is a quote template?

A ready-made layout for giving a customer a fixed price: scope of work, what is included and not included, the price and tax, payment terms, an expiry date and a signature line.

### What is the difference between a quote and an estimate?

A quote is a fixed price for a written scope and only changes if the scope changes. An estimate is your best guess and can change if the job turns out different. Use a quote when you can see the whole job before you start.

### Is a quote legally binding?

A quote is an offer. Once the customer accepts it, usually by signing before it expires, it can become a binding agreement on those terms. The details depend on where you work, so ask a lawyer about anything large or unusual.

### How long should a quote be valid?

Fourteen to thirty days is common. Pick a date that protects you from material price changes and from booking a job months later at an old price.

### What should a quote include?

A quote number, your details, the customer and job address, the scope of work, included and not included lists, the price with tax, payment terms, how changes are handled, an expiry date and a signature line.

### Do I add GST, HST or sales tax to a quote?

Show the tax you will charge so the customer sees the real total. The rate depends on the job and where you are; check with your accountant or tax office.

### Can I change a quote after the customer accepts it?

Only by agreement. If the customer asks for more or different work, write up a change, price it, and get their OK in writing before you do it.

### What is a quotation template?

The same thing as a quote template. “Quotation” is the longer word, used more in some countries and in larger businesses.

### How do I write a quote for a job?

Write the scope, list what is and is not included, price it, add tax, terms and an expiry date, then send it as a PDF for the customer to sign.

### Should I ask for a deposit on a quote?

Many service businesses ask for a deposit to book the date, especially when materials must be ordered. State the amount on the quote and send an invoice or receipt for it when it is paid.

- [Estimate template](https://brickbyclick.ai/estimate-template)
- [Roofing estimate template](https://brickbyclick.ai/roofing-estimate-template)
- [Lawn care contract template](https://brickbyclick.ai/lawn-care-contract-template)
- [Google Sheets invoice template](https://brickbyclick.ai/google-sheets-invoice-template)
- [Excel invoice template](https://brickbyclick.ai/excel-invoice-template)
- [Invoice template PDF](https://brickbyclick.ai/invoice-template-pdf)
- [Construction invoice template](https://brickbyclick.ai/construction-invoice-template)
- [Free invoice generator](https://brickbyclick.ai/free-invoice-generator)
- [Word invoice template](https://brickbyclick.ai/word-invoice-template)
- [Google Docs invoice template](https://brickbyclick.ai/google-docs-invoice-template)
- [Proforma invoice template](https://brickbyclick.ai/proforma-invoice-template)
- [Receipt maker](https://brickbyclick.ai/receipt-maker)
- [Margin calculator](https://brickbyclick.ai/margin-calculator)
- [Roofing calculator](https://brickbyclick.ai/roofing-calculator)
- [Square footage calculator](https://brickbyclick.ai/square-footage-calculator)

## Related

- [Estimate template](https://brickbyclick.ai/estimate-template): Labour and materials, tax, deposit and a valid-until date, with Word and Excel files.
- [Estimate and invoice software](https://brickbyclick.ai/estimates-and-invoices): Send estimates customers accept online, take deposits, then invoice.
- [Starter plan](https://brickbyclick.ai/starter-plan): Estimates, invoices, jobs, scheduling and a crew app, $99 a month.
- [Free invoicing](https://brickbyclick.ai/free-invoicing): Send invoices by email with a pay link and take card payments, $0 a month.
- [Free invoice generator](https://brickbyclick.ai/free-invoice-generator): Fill in an invoice in your browser and save a PDF, no account.
- [Proforma invoice template](https://brickbyclick.ai/proforma-invoice-template): When the customer needs an “invoice” before the work.
- [Margin calculator](https://brickbyclick.ai/margin-calculator): Turn your cost and target margin into a fixed price.