Construction quotation template
Construction quotes carry more risk than most, because the work is long, the site is often only partly known, and the customer's expectations are formed by what the quote does not say as much as what it does.
This template structures the breakdown, the stage payments and the exclusions that decide whether a job runs cleanly.
Structuring the breakdown
Quote by work section rather than as one figure, and separate:
- Preliminaries — site setup, scaffolding, temporary works, welfare, skips.
- Labour, by trade or work section.
- Materials, with the specification assumed.
- Plant and equipment hire.
- Subcontracted elements.
- Contingency, if you are including one — and say so rather than burying it.
Preliminaries are the section most often omitted and the one most often argued about, because a client who has not seen scaffolding priced assumes it was included.
Specification assumptions
State the specification you have priced. “Supply and fit floor tiles” is unquotable — the price differs by a factor of five depending on the tile.
Name the assumed product, grade or allowance: “Ceramic floor tiles allowed at 8,000 per sqm; final selection to be confirmed, price adjusted if different.” That protects both parties and makes the eventual variation uncontroversial.
Stage payments
Long jobs should not be paid in one lump at the end. Tie payments to identifiable stages:
- Deposit on acceptance, for mobilisation and materials.
- On completion of structural or first-fix work.
- On completion of second fix.
- On practical completion.
- Retention release at the end of any defects period.
State what each stage means in observable terms. “50% at halfway” invites a dispute about what halfway is.
Exclusions that matter most
- Building permits, approvals and inspection fees.
- Works arising from conditions not visible at survey — structural defects, damp, asbestos, unsuitable ground.
- Diversion or upgrade of existing services.
- Making good decorations beyond the immediate work area.
- Statutory connection charges.
- Delays or standing time caused by others.
The second item is the one that most often turns a profitable job into a loss, and naming it explicitly is the cheapest protection available.
Validity and price movement
Material prices move, and construction quotes often sit with clients for weeks while approvals are obtained. Set a short validity — 14 to 21 days is common — and state that pricing is subject to material cost movement beyond it.
Where a client asks you to hold a price longer, that is a commercial decision worth pricing rather than absorbing.
How to use this template
- Open the free quotation generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What should a construction quotation include?
A breakdown by work section covering preliminaries, labour, materials with assumed specification, plant hire and subcontracted elements, plus stage payments, exclusions, validity and lead time.
What are preliminaries and why price them separately?
Site setup, scaffolding, temporary works, welfare and waste removal. They are the most commonly omitted section and the most commonly disputed, because clients assume they were included.
How should stage payments be defined?
Against observable milestones — first fix complete, second fix complete, practical completion — rather than percentages of time. Fifty percent at halfway invites a dispute about what halfway means.
What exclusions matter most in construction?
Permits and approvals, works arising from conditions not visible at survey, service diversions, making good beyond the work area, and standing time caused by others. The survey exclusion is the one that most often turns a profit into a loss.
How long should a construction quote stay valid?
14 to 21 days is common, with a note that pricing is subject to material cost movement beyond it. Holding a price longer is a commercial decision worth pricing.