Contractor Quote Template

Contractor Quote Template

What Is a Contractor Quote?

A Contractor Quote is an estimated cost for the completion of requested projects or services. Often when we think of contractors we think of construction workers, carpenters, or some other trade worker. However, a contractor is any person or entity that supplies services, goods, materials, equipment, and the like. Contractor Quotes are not to be confused with Quotes in Business, which are primarily focused on business-to-business transactions.

Alternate Name:

  • Contractor Quotation.

A Contractor Quote template can be downloaded below.

It is important to note that Contractor Quotes are non-binding. In other words, you are not required to pay the amount that was estimated for requested services, nor does the contractor have to provide services. A Contractor Quotation becomes binding when both parties review, approve, and finalize the quote and decide to move forward with the project. At this point, the quote becomes a contract and is binding.

A general contractor quote can include:

  • An itemized list of estimated costs for labor, materials, shipping/delivery, or taxes;
  • The estimated completion date of the project;
  • The terms and conditions of working with the contractor.

How to Ask a Contractor for a Quote?

There are a plethora of methods to ask a contractor for a quote.

  • Contractors that receive numerous quote requests may have a section on their website where you can fill out a form to streamline the process of getting a quote from a contractor;
  • Depending on your relationship with the contractor or the platform they use to promote their services, you can speak to them in person, call, or message them directly;
  • Another method is to send them a request for services via snail mail.

Perhaps the most common method is to send a request through email. Email may be a preferred method by contractors because it allows them time to respond when they have gathered all the necessary information to send a proper quote, to ask clarifying questions, and have every detail in writing.

  1. When sending your request for a quotation be sure to know exactly what it is that you want. Do research on your project beforehand. This way you know the project needs and provide plenty of details to the contractor.
    • Details can include: the material that you want to be used, how many parts are needed, or the quantity of items you are requesting.
  2. Ask that the contractor includes shipping or delivery costs and the projected timeline for the project.
    • You do not want to confirm your order with a contractor and find that it will not be fulfilled in the time that you thought it would. The key in requesting a quote is clarity and transparency.
  3. Finally, let the contractor know when you would like to hear back from them, especially if it is a time-sensitive project.

How to Turn Down a Contractor Quote?

If you receive a quote you do not plan on accepting, you have every right to decline the offer. You may not want to do business with a contractor on this project, but you may be open to using their services in the future. For this reason, you should be respectful by letting the contractor know that you will not be moving forward with them. Contractors put a lot of work into creating individualized quotes for their clients and not hearing back from a potential client can be interpreted negatively.

Declining quotes may be another reason why email communication is preferred.

In your email kindly:

  1. Thank them for their time but inform them that you will not be accepting the quote.
  2. If you are comfortable providing a rationale on why you will not move forward with a contractor, make sure that it is constructive criticism that is given, and it is professional in nature.

How to Tell a Contractor They Are No Longer Needed?

There are instances where you have been receiving services from a contractor but would no longer like to continue doing so.

  1. Refer to your contract.
    • If the contract was project-based and the project is complete you thank them for their service and ensure you have sent your final payment.
  2. Sometimes the project is not complete, or the contract is ongoing. In this case, a verbal or written cancellation of services is necessary.
    • When communicating a cancellation of services, explain why you are no longer needing the service. If it was because you did not have a good experience with the contractor let them know respectfully and provide constructive feedback.
  3. To maintain a good relationship with the contractor, consider implementing these practices.
    • It is good practice to request a final invoice and pay the invoiced amount promptly if there are no disputes;
    • It is recommended to give the contractor 30 days notice if applicable;
    • If there is equipment or materials that need to be returned or a shared space that was being used, discuss the return of these items as well as when you expect the space to be cleared out.

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