What Is It?
A job estimate is a professional document that gives the customer an approximate cost for proposed work, based on an initial assessment. It usually presents a price range rather than a single fixed figure, alongside the assumptions the estimate relies on, the factors that could change the price, and a clear statement that the final cost may differ. It is not a fixed-price commitment like a quote, but it should still be as accurate and realistic as you can make it so the customer can plan their budget.
About This Template
An estimate is the right document to provide when the full scope of a job is not clear upfront. Unlike a fixed-price quote, an estimate gives the customer an informed price range based on what you can see, while acknowledging that the final cost may vary once work begins. This is particularly important for jobs where hidden issues are common — fault finding, working on older properties, or larger projects where conditions are revealed only as work progresses. A well-structured estimate manages customer expectations, protects your profit margin, and shows that you take a professional, honest approach to pricing.
When to Use
- When the full scope of work cannot be determined without opening up walls, floors, or fittings
- For fault finding or diagnostic work where the time required is genuinely unpredictable
- When working on older properties where the condition of existing installations is unknown
- For large or phased projects where the customer wants a ballpark figure before committing
- When a customer asks roughly how much before you have done a full survey
- For insurance or planning purposes where an approximate cost is needed early
What to Include
- A clear statement that this is an estimate, not a fixed-price quote
- Description of the work to be carried out based on your initial assessment
- A price range from low to high rather than a single fixed figure
- List of assumptions the estimate is based on, such as accessible installations and no asbestos present
- Factors that could increase or decrease the final cost
- Exclusions such as decoration, building work, waste removal, or specialist testing
- Your recommendation for a full survey if one is needed before a firm quote can be given
- Your business details, qualifications, and any relevant accreditations
- Validity period for the estimate, typically 14 to 30 days
- A note explaining how the estimate will be converted into a final quote or invoice
Tips
Always explain the difference between an estimate and a quote to the customer — many people assume they are the same and expect a fixed price
Provide a realistic price range rather than an optimistic low figure — it is better to underpromise and overdeliver on cost than to surprise the customer later
Document your assumptions clearly so that if the price does change, the customer can see exactly why and the conversation stays straightforward
Offer to convert the estimate into a firm quote once you have done a thorough survey or once preliminary work has revealed the full scope
Keep records of your estimates and compare them with the final invoices — this steadily improves your estimating accuracy and protects your margins
