Win more jobs with these practical tips

A well-crafted quotation is the key to securing successful collaborations with your clients. It’s not just a breakdown of costs—it’s an opportunity to showcase professionalism, build trust, and distinguish your business from the competition. A compelling quote can make all the difference between winning or losing a job. In this article, we’ll cover what your quote should include, along with some extra tips to help you stand out from the crowd.

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Why are good quotes so important?

A quotation is often the first direct impression a customer gets of your business and how you operate. A poorly structured or incomplete quote can give the impression that your company lacks organisation. On the other hand, a well-thought-out, clear, and detailed quotation communicates professionalism and reliability.

Additionally, well-structured quotes are a crucial part of your sales process. Customers want to understand what they’re paying for, why the price is justified, and how your service solves their problem. A transparent quote reduces the need for back-and-forth questions and builds trust right from the start.

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What does a good quote look like? The essentials

A professional and persuasive quote should include the following elements:

1. Client and company details

Start with the basics: include the client’s name, address, and contact details. Present your company professionally by providing your full contact information, company name, bank details, and any legal information.

2. Your logo

Create trust and brand recognition with a high-quality logo. Opt for a simple design with minimal colours and text. In the digital age, combining your logo with your company name ensures versatility—for example, it works well for social media profiles, too.

3. Project title and quotation number

Assign a unique quotation number to each quote and name the project clearly (e.g., “Maintenance of System X at Building Y”). This makes it easier for both you and your client to track later.

4. Scope of work

Be precise, detailed, and clear. Outline exactly what tasks you will perform, what materials will be used, and the quality standards you’ll adhere to. Avoid overly technical jargon that could confuse the client, and explain any technical details in layman’s terms.

Pro Tip: Use checklists or pre-made templates to ensure you don’t overlook key information.

5. Cost breakdown

Clients value transparency. Break down the costs into clear categories, such as material costs, labour hours, travel expenses, etc. This makes your quote easier to understand and fosters trust. For larger projects, grouping costs into broader categories can simplify things further.

Example cost breakdown:

• Installation of control system:

• Removal of old system: £500

• Control system XYZ: £4,000

• Labour (10 hours at £50/hour): £500

• Travel costs: £50

• Total (excluding VAT): £5,050

Don’t forget to itemise VAT separately, and clearly distinguish between material and labour costs where relevant.

6. Project timeline and deadlines

Specify when you can begin work and how long the project is expected to take. This helps clients understand your availability and the timeframe for the job.

7. Payment terms

Be upfront about your payment terms, such as “14 days net from the invoice date” or the possibility of partial payments. Clear terms help avoid misunderstandings and reinforce your professionalism.

8. Additional services

Stand out from the competition by offering tailored extras. For example, a lift maintenance company might include a complimentary post-job inspection or an extended warranty on installed parts.

9. Terms and conditions

Include your terms and conditions to clarify the legal framework for your work. This ensures transparency and protects you from potential disputes later on.

10. Call-to-Action

End your quote with a friendly call-to-action, such as:

“We’re excited to bring this project to life for you. Please confirm your acceptance of this quote by [date], so we can schedule the work promptly.”

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Practical tips for better quotes

1. Visual structure and readability

• Use clear headings, bullet points, and concise paragraphs to make your quote visually appealing and easy to read.

• Incorporate your company’s logo and branding for a professional, cohesive look.

2. Personalisation

Show that you value your client’s business by tailoring each quote to their specific needs. Begin with a short mention of your previous conversation or their unique requirements.

3. Send quotes promptly

Speed matters. Aim to send your quote within 24 hours of receiving the enquiry to demonstrate reliability and commitment.

4. Leverage digital tools

Modern software can help you create, edit, and send quotes quickly and efficiently. Digital solutions also keep everything organised and legally compliant, saving you time and effort.

5. Follow up

If you haven’t heard back within a week, don’t hesitate to follow up with a friendly call or email. Sometimes quotes get overlooked, and a polite reminder can make all the difference. Use software to track and manage your quotes effectively to ensure nothing slips through the cracks.

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Common mistakes to avoid

Avoid these pitfalls, which can weaken the impact of your quotes:

• Unclear or incomplete information: Don’t make the customer guess what’s included. Ambiguous pricing or missing details can lead to mistrust.

• Spelling and grammar errors: Mistakes make your business look unprofessional and can erode confidence.

• Unrealistic promises: Be honest about costs and timelines. Clients appreciate transparency far more than overpromising and underdelivering.

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Conclusion

A professional quotation is more than just numbers on a page—it’s a powerful tool to position your business, build trust, and win customers over. By ensuring your quotes are clear, detailed, and personalised, you’ll stand out from the competition and significantly boost your chances of securing the job.

Modern platforms like Mainteny can help you create professional, effective quotes quickly and efficiently, freeing you up to focus on what really matters—delivering outstanding service to your customers.

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