Contractor Estimate Template

• Your business name and contact info
• The client's name and job address
• A dated estimate number
• A plain-language description of the work (scope)
• Line items with quantities and prices
• Materials vs. labor broken out
• Subtotal, tax, and total
• What's NOT included (exclusions)
• How long the price is good for (validity)
• Payment terms and a deposit amount

To price a contractor estimate, start with your materials cost, add your labor hours times your rate, then add overhead and a profit margin on top — not just labor. A common mistake is pricing the labor and forgetting the drive time, dump fees, and the hours you spend writing the estimate itself. Build those into your number.

A contractor estimate should always list a clear scope and a matching list of exclusions. Most disputes and unpaid change orders start because "that wasn't in the estimate."

ESTIMATE #1042 — July 10, 2026
For: John Smith, 14 Oak St.
Scope: Replace 220 sq ft of rear deck boards and railing.

Materials (pressure-treated lumber, fasteners): $1,150
Labor (16 hrs @ $65): $1,040
Dump/haul-away: $120
Subtotal: $2,310
Tax (7%): $161.70
Total: $2,471.70

Not included: staining/sealing, structural framing repairs.
Valid 30 days. 50% deposit to schedule; balance on completion.

The estimates that get accepted are the ones that land while you're still standing in the driveway. Contractor's Secretary turns a few details into a clean, professional estimate you can text on the spot.

Contractors and clients use estimate, quote, and bid loosely, but the difference matters to clients. An estimate is your best informed guess at the price and may change if conditions change. A quote is usually a fixed price for a defined scope. A bid is a price submitted in competition with other contractors, often on a set of plans.

Whether you send an estimate, quote, or bid, say clearly on the document whether the price is fixed or can change, and what would cause it to change — for example, hidden damage found during demolition. That one sentence prevents a lot of arguments later.

The deck estimate example uses materials, 16 labor hours at $65, disposal fees, and tax; repeat the pricing method on your own jobs:

• Materials: list what you'll buy at your cost, then add your markup.
• Labor: estimate hours honestly — 16 hours at $65 is $1,040 in the example. Include setup, cleanup, and supply runs.
• Disposal and fees: dumpster, haul-away, permits, and equipment rental each get their own line.
• Tax: apply the rate where the job is, and only to what your state taxes.
• Overhead and profit: either built into your rate and markup, or added as a line. Never leave it out.

If you're unsure about a hidden condition, add an allowance line (for example "Allowance for rot repair: up to $300") instead of guessing low.

• Sending a single number with no breakdown — clients trust itemized prices more.
• Taking days to send it. The first clear estimate often wins.
• No expiration date, so a client accepts a six-month-old price after material costs rise.
• No exclusions, so the client assumes painting, permits, or cleanup are included.
• No deposit or payment terms, which leaves you funding the job yourself.

Should I charge for estimates? Many contractors offer free estimates for standard jobs and charge for detailed design work or long drives. If you charge, say so before you show up, and consider crediting the fee toward the job if they hire you.

How long should an estimate be valid? An estimate validity period of fifteen to thirty days is common. Shorter windows make sense when material prices are moving quickly.

What if the job ends up costing more than the estimate? If the scope changed, write a change order before doing the extra work. If you simply underestimated, it's usually best to honor the price and adjust your method for next time.

Send the estimate the same day if you can — ideally before you leave the driveway. Text a short note with the total and a link or attachment, such as "Hi John, here's the estimate for the deck: $2,471.70, good for 30 days. Reply YES to get on the schedule." Then follow up two or three days later if you haven't heard back. A polite follow-up wins many jobs that would otherwise go quiet.

Before you send a contractor estimate, check the client details, line items, exclusions, expiration date, deposit, and total:

• Client name, job address, and estimate number are correct.
• Every line has a quantity and a price.
• Exclusions are listed.
• Expiration date and deposit are stated.
• The total matches the sum of the lines plus tax.