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