Free document template
Put a clear scope beside your estimate figures
An estimate gives the customer something concrete to review before work begins. It should show the proposed deliverables, the basis for the figures and what remains uncertain. This general sample uses a small setup project to demonstrate structure; replace its work descriptions as carefully as you replace its amounts.
Example document · illustrative amounts
Example: fictional work estimate
Reference: [Estimate number; revision; prepared date]
From
[Business legal name, address and contact]
To
[Customer or client name; billing and work location]
| Description | Quantity / unit | Rate | Amount |
|---|---|---|---|
| Prepare the work area and confirm agreed setup layout | 1 preparation stage | $90.00 | $90.00 |
| Assemble and position the specified freestanding units | 3 units | $65.00 | $195.00 |
| Supply agreed protective pads and mounting-free accessories | 1 materials lot | $28.00 | $28.00 |
| Complete walkthrough and remove supplied packaging | 1 handover stage | $45.00 | $45.00 |
Total (USD): $358.00
Example: this invented setup project contains fictional quantities and prices, not recommended rates for any trade.
[Describe the actual scope and attach the relevant specifications.]
[List assumptions, exclusions, access requirements and who supplies materials.]
[Enter estimate validity, likely timing, applicable tax and proposed payment terms.]
[Explain how scope changes are reviewed and when approval authorizes work.]
How to use the template.
- Write the intended result in everyday language before adding prices. Identify the location, deliverables and person authorized to approve them.
- Choose units that match your work: completed tasks, items, measured areas or estimated hours. Do not mix a fixed-price promise with an unexplained hourly allowance.
- Calculate labor, supplies, travel where relevant and your business overhead from your own records. Replace every demonstration figure.
- State the assumptions that affect the result, such as clear access, customer-supplied information or existing conditions.
- Check that the estimate and attachments use the same revision, then download the PDF or editable DOCX for your own review and sending process.
Useful answers.
Is an estimate the same as an invoice?
An estimate describes proposed work before it is carried out. An invoice requests payment under the agreed terms. Keep their document names and reference numbers distinct so the customer understands what you are sending.
Can I leave a cost uncertain?
Explain what is uncertain and how it will be resolved. Identify any allowance or investigation separately instead of placing an unsupported amount inside an apparently fixed total.
What should a free estimate form include?
Include your business and recipient details, a reference, the proposed scope, quantities or stages, assumptions, exclusions and the process for approval. Payment and legal terms should suit your actual business and be reviewed when needed.
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