EMAIL TEMPLATE:
QUOTE COVER EMAIL
COUNTRY: ALL
PURPOSE
After a scoping visit or any other discussions with your prospect, you should now know if it is
worth your time to build a quote or detailed cost estimate.
EMAIL FEATURES
A quote cover email features:
● A clear email subject heading (hint: never send a quote as a reply to an earlier
thread).
● A thank you to your client for the opportunity (giving you top marks for customer
service).
● A polite and informal suggestion to review your exclusions and your terms of trade
(so important - a clear signal that you have terms of trade in place is essential if you
want them to apply).
● Use this email as an early reminder to clients that scope changes equal cost
changes.
● A way to confirm to your client how you will communicate with them (essential to
keep everyone informed).
● A strong ‘call-to-action’ that explains to your prospect how to accept your quote
(seems obvious but is so often missed!).
● Informing the client early that a deposit is needed to secure their booking is a strong
cash-flow control.
PRO TIP
Most leading quoting and invoicing software platforms offer you a chance to customise the
emails that are issued with your quote/cost estimate. You can use this email template to
customise your settings.
EMAIL TEMPLATE
Use the template below as a starting point.
[Subject Line: Your Business Name | Your Prospect Name | Your Service Description | Your
Cost Estimate/Quote
e.g. ABC Roofing Limited | Mr & Mrs Johnstone | Re-roofing Service | Quote for Review]
Dear [prospect name]
We have enjoyed reviewing your planned project and thank you for this opportunity to help you.
[We are pleased to issue you with our Cost Estimate/Quote] / [You will have received our quote
directly from our invoicing software].
We have provided our pricing based on the information you have supplied to us and our
assessment performed at our scoping visit. This is subject to change if the specifications or scope
changes.
How to Read Our [Cost Estimate/Quote]
Inside your Quote/Cost Estimate you will find:
● Your [selections of materials/colour choices]. Please check these carefully before as
changes can incur additional costs or be subject to availability
● Our payment terms. Please be aware that we will require payment of our deposit to
secure your services booking.
● Our exclusions. Please take note of any customer responsibilities that you will need to
arrange in advance of our services.
● Our standard terms of trade. Please take some time to read these as they form our
contract for services.
HOW TO ACCEPT THIS QUOTE
To secure your booking for our services, please confirm your acceptance of this [Estimate/Quote]
by [clicking on the accept option in the link provided] / [by replying to this email saying you confirm
your acceptance].
We will issue your deposit invoice and upon receipt of payment, we will be in touch to arrange a
time and date with you to get started on your project.
Many thanks for choosing us and we look forward to working with you.
[Your name]
[Email]
[Contact Number]
[Logo]
[**Insert this optional wording if you are a contractor performing ‘Building Work’ over $30k or more]
DISCLOSURE STATEMENT UNDER s362D BUILDING ACT 2004
Attached/linked is our disclosure statement issued under s362D Building Act 2004
In compliance with the Building Act 2004 requirements, please follow this link to access the
standard Checklist for Residential Building Work.
