People approve quotes faster when they understand them quickly. This guide shows a repeatable UK quote structure for service work: clear scope, assumptions, exclusions, totals and payment terms — without looking “cheap” or “complicated”.
The 10-second test
If a client opens your quote and can’t instantly find: (1) what you’re doing, (2) the total price, (3) when you can do it, (4) how to accept — they hesitate. Hesitation slows approvals and invites negotiation.
A quote structure that works for UK clients
- Header: quote number, date, client details, job address.
- Summary: one short paragraph about the job.
- Line items: labour + materials split into phases.
- Assumptions & exclusions: short bullets.
- Payment terms: deposit/stages (if used), due dates, how to pay.
- Acceptance: “Reply to confirm approval” + validity period (e.g., 14 days).
Wording that builds trust (without sounding like a lawyer)
- Be specific: “Supply and fit 6 downlights” beats “electrical works”.
- Be calm: “Any changes will be agreed as a variation” beats threats.
- Be consistent: same structure every time looks established and reliable.
The variation rule (always include it)
Any changes to the scope will be priced and agreed in writing before work continues. This single line prevents most “but I thought…” problems.