Free Estimate Template for Contractors

A clean estimate does two jobs: it makes you look professional before you've lifted a tool, and it prevents the "but I thought that was included" arguments later. Below is a simple template you can copy, plus a breakdown of what every line is doing and why it matters.

The copy-paste estimate template

[YOUR BUSINESS NAME]
[Phone]  |  [Email]  |  [License # if applicable]

ESTIMATE
Estimate #: __________      Date: __________
Valid until: __________ (30 days)

PREPARED FOR
Name: __________
Address: __________
Phone / Email: __________

JOB DESCRIPTION
[Plain-language summary of the work, e.g. "Remove and replace
12x14 rear deck, including disposal of old materials."]

LINE ITEMS
Description                         Qty      Rate        Amount
--------------------------------------------------------------
Materials – [detail]               __       $____       $______
Labor – [detail]                   __ hrs   $____/hr    $______
[Equipment / permits / disposal]   __       $____       $______
--------------------------------------------------------------
                                   Subtotal              $______
                                   Tax (___%)            $______
                                   TOTAL                 $______

INCLUDED
- [e.g. all materials, haul-away of old deck, site cleanup]

NOT INCLUDED
- [e.g. staining/sealing, structural repairs if rot is found]

PAYMENT TERMS
- Deposit: ___% due to schedule ($______)
- Balance: due on completion
- Accepted: [e-transfer / card / cheque]

WARRANTY
- [e.g. 2-year workmanship warranty]

To approve: reply "yes" or call [phone] and I'll book your date.

What every estimate should include (and why)

• A valid-until date. Protects you from material price swings and quietly creates a reason to decide. 30 days is standard.
• A plain-language job description. This is what prevents disputes. Be specific about scope so "the job" means the same thing to both of you.
• Itemized line items. Materials, labor, equipment, permits, disposal. When people see what they're paying for, the total stops feeling like a risk.
• An "Included / Not Included" section. The single best line-item for avoiding fights. Spell out what's out of scope (staining, hidden rot, structural surprises) before you start.
• Clear payment terms. Deposit amount, balance timing, what you accept. Vague payment terms are how you end up chasing money later.
• A warranty line. Even a short workmanship warranty makes you look more trustworthy than the cheaper guy who offers none.
• A dead-simple way to say yes. "Reply yes and I'll book your date." Friction loses deals; an easy yes wins them.

A clean estimate is only step one

A professional quote gets you in the running. But sending it and never following up is how good jobs go cold — the customer gets busy, the estimate gets buried, and you assume it was the price. The contractors who win consistently are the ones who send a sharp quote and stay gently in touch until the customer's ready.

That's exactly what QuoteChaser automates. You send the estimate; it runs friendly text and email follow-ups for the next month in your voice, then alerts you the moment the customer replies so you can book it. Professional quote out, automatic follow-up after, more jobs closed.

Want your estimates to actually turn into booked work? Join the QuoteChaser waitlist.

Keep reading: How to price a job · The best time to follow up after sending a quote