Why a written quote wins more jobs
67%
of homeowners say a professional written quote increases their trust in a tradesperson
3x
more likely to win a job over a competitor when you provide a detailed written quote
40%
reduction in payment disputes when labour and materials are itemised separately
Most tradespeople lose jobs not because their price is too high, but because their quote looks less professional than the competitor. A clear, itemised written quote signals that you are organised, transparent, and reliable. It makes saying yes easier and disputes less likely.
The second reason written quotes matter is cash flow. A quote that specifies a deposit, payment terms, and a validity period protects you from price increases, last-minute cancellations, and the classic "I thought that was included."
The missed opportunity: Most of the jobs you are quoting for came to you via a missed call that you followed up. If you are quoting 8 jobs a month and winning 5, the 3 you lose are often down to presentation, not price. A professional quote document closes that gap.
8 SMS templates for following up on a quote
Once a quote is sent, the follow-up is where most jobs are won or lost. These templates handle every stage of the post-quote conversation.
Template 1: Quote sent notification
Send after emailing or WhatsApp-ing the quote
Hi [Name], I've just sent over the quote for [job title]. Do let me know if you have any questions. Happy to talk through anything. The quote is valid for 30 days. [Your Name]
Prompts the customer to check their inbox and opens the door for questions, which is often the final push to confirming a job.
Template 2: Quote follow-up (5 to 7 days)
When you have not heard back after a week
Hi [Name], just following up on the quote for [job title]. Happy to answer any questions or adjust the scope if needed. My diary is filling up for [month] so let me know if you want to secure a date. [Your Name]
Gentle urgency without pressure. Mentioning the month makes the scarcity feel real and specific.
Template 3: Price concern response
When a customer says your price is too high
Hi [Name], thanks for the feedback. The quote covers everything needed to do the job properly. If budget is a concern, let me know and we can look at whether the scope can be adjusted. What are you working with? [Your Name]
Does not apologise for the price. Invites a scope discussion, which often reveals the customer is closer to budget than they suggested.
Template 4: Booking confirmation
When the customer confirms they want to proceed
Brilliant, looking forward to getting this done for you. I'll book you in for [date]. I'll need [deposit amount] to secure the date. I'll send payment details shortly. [Your Name]
Confirms the booking and deposits in one message. The warm opening ("looking forward to it") reduces any buyer hesitance.
Template 5: Deposit received confirmation
After the deposit clears
Hi [Name], deposit received, thank you. Your start date is confirmed for [date]. I'll be in touch a day before to confirm the time. Any questions before then, just get in touch. [Your Name]
Professional confirmation that reduces no-show risk and sets a clear expectation for what happens next.
Template 6: Quote expiry reminder
A few days before the quote expires
Hi [Name], just a heads-up that the quote for [job title] expires in a few days. Happy to extend it if you are still thinking it over. Just let me know. [Your Name]
Creates a decision point without pressure. Offering to extend shows flexibility and keeps the door open.
Template 7: Competitor undercutting you
When a customer mentions they have a cheaper quote
Hi [Name], totally understand. It's worth checking what is and is not included in the cheaper quote before committing. Happy to clarify exactly what mine covers if that helps you compare properly. [Your Name]
Plants doubt about the cheaper quote without directly criticising competitors. Positions you as transparent and thorough.
Template 8: Quote declined, keep the door open
When a customer says they are going with someone else
Hi [Name], no problem at all, thanks for letting me know. If anything changes or you need a hand with anything else in future, I am always happy to help. [Your Name]
Gracious response that keeps you top of mind for the next job or referral. Many second-chance calls come from customers who chose the cheaper option first.
Never miss the call that becomes a quote
You cannot win a job if you never hear about it. TextBack Pro sends an automatic SMS reply within 5 seconds of every missed call, holding the lead until you can call back and quote.
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No credit card required. From £47/month. Setup in 5 minutes.
Voicemail vs instant SMS: the effect on quote conversion
Every quote starts as an inbound call. If you miss that call, your voicemail determines whether the lead ever becomes a quote at all.
| Response type |
Lead held |
Gets to quoting stage |
Quote win rate (once reached) |
| No response |
No |
~2% |
N/A |
| Voicemail greeting only |
Rarely |
~10% |
~55% |
| Manual callback same day |
Sometimes |
~35% |
~60% |
| Instant SMS + callback |
Yes |
~72% |
~65% |
With an instant SMS reply, you get 72% of missed calls to the quoting stage. Without one, that drops to 10%. If you are currently sending 15 quotes per month, an instant SMS reply could realistically get you to 35 quotes per month with no other changes to how you work.
ROI of professionalising your quote process
Consider a sole trader sending 15 quotes per month at an average job value of £400. Here is what happens when both quote volume and win rate improve.
| Scenario |
Quotes sent/month |
Win rate |
Jobs won/month |
Monthly revenue |
| Verbal quotes, no follow-up |
15 |
45% |
7 |
£2,800 |
| Written quotes, no follow-up |
15 |
58% |
9 |
£3,600 |
| Written quotes + SMS follow-up |
15 |
68% |
10 |
£4,000 |
| Written quotes + SMS follow-up + instant missed call reply |
35 |
65% |
23 |
£9,200 |
The biggest gain is not the quote itself. Moving from 15 to 35 quotes per month via an instant missed call reply creates more than triple the opportunity. The professional quote and SMS follow-up are important, but they only apply to leads you have already captured. TextBack Pro is what gets you to 35 leads in the first place.
GDPR and sending quotes by SMS or email
Sending a quote to a customer who requested one is legitimate business correspondence and fully compliant with UK GDPR. The customer contacted you to ask for a quote, which creates a legitimate interest to follow up on that specific request.
Where compliance requires care is in marketing follow-ups after the job is complete. Sending a service reminder six months later requires either legitimate interest (a reasonable expectation of ongoing service) or explicit consent. The templates in this guide are all quote-related and fall under legitimate interest.
- Always identify your business clearly in all messages.
- Make it easy to opt out of further communications.
- Keep a record of opt-outs and honour them immediately.
- Do not add quote enquirers to a marketing list without their explicit consent.
Frequently asked questions
What should a tradesperson include in a job quote?
Business and customer details, clear scope of work, itemised labour and materials, payment terms and deposit requirements, estimated start date, quote validity period, and a list of exclusions. A written quote protects both parties and reduces disputes significantly compared to verbal agreements.
How do I follow up a quote I have sent to a customer?
The most effective method is an SMS sent 4 to 5 days after the quote if you have not heard back. SMS has a 98% open rate. Include the job description briefly so they know which quote you mean. A single, well-worded follow-up SMS converts significantly better than multiple calls.
Should a tradesperson charge VAT on a quote?
Only if you are VAT registered. The threshold is £90,000 turnover per year (2026). If you are below this, do not add VAT. If you are registered, show VAT separately on all quotes and invoices, and include your VAT registration number.
How long should a trade quote be valid for?
30 days is the UK standard. This gives the customer time to decide while protecting you from material price changes. For large complex projects, 14 days is reasonable. Always state the validity period clearly on the quote document.
Is a verbal quote legally binding in the UK?
Technically yes, but practically very difficult to enforce. Without written evidence, any dispute becomes your word against theirs. Always follow up a verbal discussion with a written quote. For jobs over £500, a formal written document is strongly recommended for both parties.
