Invoice LuxeHow to Send a Quote to a Customer (What to Include + Template)
How to write and send a quote or estimate that wins the job: what to include, how to word the email, how long it should be valid and how to follow up.
A good quote does two jobs: it shows the customer exactly what they get for the price, and it makes saying yes easy. A vague or late quote is one of the quickest ways to lose a job.
A quote should answer three questions: what will you do, how much will it cost, and what happens next.
What should a quote include?
- Your details and the customer's details, with a quote number and the date.
- A clear description of the work, split into line items where possible.
- Prices for each item, tax shown separately, and the total.
- A validity period, for example "valid for 14 days".
- Payment terms: deposit, due date and accepted payment methods.
- Timeline and anything that is not included.
- How to accept: reply to the email, sign, or confirm in writing.
Want to try it right away? Free Quote Generator is free and needs no signup.
Quote example
| Item | Quantity | Price | Total |
|---|---|---|---|
| Logo design | 1 | £400.00 | £400.00 |
| Business card layout | 1 | £150.00 | £150.00 |
| Brand colour guide | 1 | £100.00 | £100.00 |
| Subtotal | £650.00 | ||
| VAT 20% | £130.00 | ||
| Total | £780.00 |
What should the email say?
Subject: Quote 2026-031 for your logo and branding project
Hello Mark,
Thank you for the conversation yesterday. Attached is quote 2026-031 for the logo and branding work. The total is £780.00 including VAT, and the quote is valid until 20 November.
If it looks good, simply reply "accepted" and I will send the deposit invoice and start on Monday. I am happy to adjust anything before then.
Kind regards,
Your Name
How long should a quote be valid?
Most freelancers use 14 to 30 days. Prices for materials, time or currency can change, so a validity date protects you and encourages a decision.
How do you follow up on a quote?
Wait two to three days, then send a short, friendly message asking if they have questions. One more nudge after a week is reasonable. If the customer accepts, turn the quote into an invoice. For the next step read how to send an invoice to a customer.
Is a quote the same as an estimate?
Not exactly. A quote is a fixed price offer, while an estimate is an approximation that can change. Read quote vs estimate vs invoice for the full comparison.
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FAQ
Is a quote legally binding?
It depends on your country and on how the quote is worded. In many places an accepted quote forms a contract. When in doubt, state the terms clearly or ask a professional.
Should I charge for a quote?
Most small quotes are free. For complex projects you can charge a fee for detailed scoping and deduct it if the customer hires you.
Can I change a quote after sending it?
Yes, but send a new version with a new date or version number so there is no confusion about which one applies.
What if the customer says my price is too high?
Offer options instead of only a discount, for example a smaller scope, phased delivery or a different package.