Free template · UK 2026 · No sign-up
Free UK quote template for tradespeople
Legally useful structure, labour-vs-materials breakdown, validity period, CIS-aware, VAT-ready. Use the template below as a starting point, or send compliant quotes via WhatsApp in 60 seconds with Wedge.
The template (copy and adapt)
Replace the bracketed placeholders with your specific details. Numbers in square brackets are typical formats — adjust to your standard sequence.
[YOUR BUSINESS NAME]
[Your business address]
[Postcode]
[Phone] · [Email]
QUOTE
Quote ref: [QUO-2026-018]
Date issued: [DD/MM/YYYY]
Valid until: [DD/MM/YYYY — 30 days from issue]
Quote to
[Customer name]
[Customer address]
[Postcode]
Work to be carried out
[Clear description — e.g. "Replace existing 24kW combi boiler with new Worcester Bosch 28kW combi; reposition flue to comply with current building regulations; power-flush system; commission and certify."]
Location: [SITE ADDRESS if different from customer address]
| Description | Net (£) |
|---|---|
| Labour — [DESCRIPTION] | [1,200.00] |
| Materials — [DESCRIPTION] | [480.00] |
| Subtotal | [1,680.00] |
| VAT @ 20% | [336.00] |
| Total | [2,016.00] |
Payment terms
[E.g. "Net 7 days from invoice" or for larger jobs: "30% deposit on acceptance, balance on completion."]
Payment method
Bank transfer to: [Sort code] [Account number], reference [INVOICE NUMBER].
Validity: This quote is valid for 30 days from the date of issue. After this period material costs may have changed and the quote may need to be reissued.
Acceptance: By accepting this quote (in writing, by reply message, or by paying the deposit), the customer enters into a contract with [YOUR BUSINESS NAME] for the work and price stated above.
Variations: Any additional work not described above will be quoted separately and confirmed in writing before being undertaken.
[YOUR BUSINESS NAME] · [TRADE REGISTRATION: e.g. Gas Safe 123456 · NICEIC ABC123 · NAPIT 12345 · Part P]
VAT number (if applicable): [VAT NUMBER]
How to send quotes faster — via WhatsApp
The template above works — but it's slow. You have to fill in details, fiddle with tables in Word, export to PDF, and send. Most UK tradespeople take 3–5 days to send a written quote after the site visit. The faster approach: describe the job to Wedge in WhatsApp and a branded PDF quote is back in 60 seconds, ready to forward.
Example WhatsApp message to Wedge:
Quote Mr Davies £2,016 incl VAT for replacing his 24kW combi boiler with a 28kW Worcester Bosch — repositioned flue, power flush, commissioning. £1,200 labour, £480 materials. Valid 30 days, 30% deposit on acceptance.
Wedge generates a branded PDF, applies your VAT rate, prints your Gas Safe number in the footer, sets validity at 30 days, and sends to Mr Davies on WhatsApp with an online acceptance link. He taps Accept; you get a WhatsApp notification within seconds.
1% per paid invoice (capped £50). Quoting and invoicing both included.
Frequently asked
- What's the difference between a quote and an estimate in the UK?
- A quote is a fixed price commitment — once the customer accepts, both parties are legally bound to that amount (subject to standard variation clauses for unforeseen issues). An estimate is an educated guess and isn't binding. UK tradespeople should generally send quotes rather than estimates for any defined-scope job; estimates only make sense when the scope genuinely can't be pinned down until work starts (e.g. discovering hidden damp behind a wall). Customers significantly prefer fixed quotes — they convert to accepted jobs at higher rates.
- What must a UK quote legally include?
- At minimum: your business name and address, the customer's name and address, the date of issue, a unique reference number, a clear description of the work, the price (broken into labour and materials if applicable), VAT treatment if you're VAT-registered, how long the quote is valid for (typically 30 days), and your payment terms. Trade qualifications (Gas Safe, NICEIC, Part P, SELECT) belong in the footer. Quotes that are accepted become legally binding contracts in the UK — so clarity matters more than brevity.
- How long should a UK quote be valid for?
- Typically 30 days from the date of issue. The validity period is important because it limits your exposure to material cost increases — if the customer accepts on day 35 and copper pipe has risen 12% in the meantime, you're stuck delivering at the original price unless you've stated otherwise. For volatile material categories (timber during the 2021 supply crunch, energy-related products), some tradespeople use 14-day quotes with explicit material-price-escalation clauses.
- Should I include payment terms on a quote?
- Yes. State your terms clearly on the quote so they form part of the contract when accepted. For domestic jobs: typically 'Payment due on completion' or 'Net 7 days from invoice'. For larger jobs (£3,000+): staged payments — typically 20% deposit, milestone payments, final 10% on completion or retention. Including payment terms on the quote (not waiting until the invoice) means the customer accepts them when they accept the work; you can claim statutory interest under the Late Payment Act if they're breached on a B2B invoice.
- Can I send a quote via WhatsApp in the UK?
- Yes — and you should. WhatsApp delivery doesn't change the legal status of the quote (the document content is what matters, not the delivery channel). The faster path is to use a tool like Wedge that generates a professional PDF quote from a plain-English WhatsApp message in under 60 seconds, with an online acceptance link the customer can tap to formally accept. Same-day quotes have substantially higher acceptance rates than next-week quotes.
- How do I quote for CIS subcontract work?
- CIS quotes need to split labour and materials clearly because the 20% CIS deduction applies only to the labour element when the contractor pays the invoice. Show labour subtotal and materials subtotal separately, then show the gross quote total. The customer (main contractor) will deduct 20% from labour at invoice time. For VAT-registered firms invoicing other VAT-registered firms, reverse-charge VAT wording belongs on the quote — both parties need to know how VAT will be treated at invoice stage.