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Estimate template

Reviewed by Clausery editors · · 3 min read

Give a customer an informed estimate for work before they commit. An estimate is not a fixed price - it says what you expect the job to cost and how you will tell them if the price changes. Fill it in online and download as Word or PDF.

Make an estimate → Download Word

No sign-up. Editable Word (.docx) or print to PDF. Your answers stay in your browser. Updated .

Use an estimate when you cannot yet give a fixed quote - for example when you do not know how long the work will take, or when material prices are moving. A quote commits you to a price; an estimate sets expectations and says how you will confirm changes.

The template covers the expected scope, assumptions the price depends on, exclusions, an expiry date, and a short acceptance signature line so the customer can say go ahead.

What to include#

  • Scope of work. What you are expecting to do, based on what the customer has told you.
  • Estimated price. Expected total and how it is calculated (hourly rate, materials at cost, etc.).
  • Assumptions and exclusions. What the price depends on - for example access, hidden damage, material costs on the day.
  • How changes are handled. State that you will tell the customer before exceeding the estimate, and get written approval for changes.
  • Expiry and acceptance. How long the estimate is valid for, and a signature line for the customer to approve.

How to fill it in#

  1. Step 1: Describe the job clearly

    Cover what the estimate includes and, more importantly, what it does not.

  2. Step 2: Give the expected price

    Break it into labour, materials and any subcontractor costs. State whether tax is included.

  3. Step 3: List assumptions

    Access, condition of the property, prices on the day, and anything else the customer should know.

  4. Step 4: Set an expiry date

    14 or 30 days is typical; shorter when material prices are volatile.

  5. Step 5: Send and get acceptance

    Email the PDF estimate, ask the customer to sign or reply in writing to accept, and convert it to a quote or invoice when the work is confirmed.

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Questions

What is the difference between an estimate and a quote?

A quote is a fixed price you stick to once accepted. An estimate is an informed guess that can change if the work turns out differently - but you must tell the customer before going over it.

Is an estimate legally binding?

Not in the same way a quote or contract is. Once the customer accepts in writing and you start the work on that basis, the scope and change terms you wrote down become part of the agreement.

Can I change the price later?

Yes, within reason, but tell the customer as soon as you know the work will exceed the estimate and get their written approval for any extra cost. That is what the assumptions section is for.

Should I include tax?

State whether the estimate includes tax or shows it separately so there are no surprises.

How long is an estimate valid?

14 to 30 days is typical. State the expiry clearly so material-price movement does not leave you out of pocket.

Browse all invoice templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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