How you send a quote affects whether it gets accepted. The goal is a quote the client can understand in a minute, forward to whoever approves spending, and accept without calling you.

1. Send a PDF, not a Word file or a message

A PDF looks the same on every device and can't be edited by accident. Name it clearly, for example Quote-Q-2026-031_Acme-Kitchen.pdf. A price in a WhatsApp message is easy to lose and hard to approve.

2. Send it quickly

Send the quote while the conversation is fresh, ideally within a day of the site visit or call. Speed signals that you're organised, and clients often choose whoever answered first.

3. Write a short covering email

Subject: Quote Q-2026-031: kitchen refit, 14 Elm Road (valid until 30 Oct)

Hi Sarah,

Thanks for showing me the kitchen on Tuesday. Please find attached our quote for the refit, totalling £8,450 including VAT.

It covers removal of the old units, new electrics to the island, fitting of the units you chose and tiling. Plastering of the back wall is not included.

We can start on 3 November, and the work takes about two weeks. The quote is valid until 30 October. To go ahead, just reply "accepted" or sign the attached PDF.

Any questions, call me on 07700 900123.

Best,
Tom

4. Make accepting easy

Tell the client exactly how to say yes: reply to the email, sign the PDF, or pay the deposit. See our quote acceptance wording for templates you can give clients.

5. Follow up on a schedule

If you haven't heard back, follow up after 3–5 days with something useful, such as a question about timing. Send a second follow-up a few days before the quote expires.

Hi Sarah, just checking the quote came through OK. We still have the 3 November start free if you'd like it. Happy to adjust anything. Tom

Checklist before you hit send