When someone contacts you about a potential job, your reply plays a big part in whether or not you win the work.
A friendly, clear response shows you’re organised and professional, especially if you send it quickly and include a well-structured quote or estimate.
At this stage, there’s no need to over-explain or send a formal proposal.
But your reply should cover the essentials, so there’s no uncertainty about what you’re offering or how much it will cost.
Here’s what to include in a basic quote email:
- What you’re offering – Describe the service clearly. It should be obvious what’s included.
- Price – Display the total cost or your rate, along with whether VAT is added or included.
- Timeframe – Let them know when you’re available and roughly how long the work will take.
- Your contact info – Make it easy for them to get back to you.
Getting these details across in a clear, polite way puts you in a strong position. Many people don’t take the time to respond correctly, so if you do, you’ve already improved your chances of getting the job.
Below is a simple ByteStart template you can adapt for your own client quotes.
Email quote/estimate template
Hi [client’s first name],
Thanks for getting in touch about [brief description of the work].
Based on the details you’ve provided, my quote is as follows:
Service:
[e.g. Design and build a new business website]
Price:
£[amount] plus VAT / including VAT / no VAT applicable
Expected timeframe:
[e.g. Approximately three weeks from the agreed start date]
The quote includes:
- [e.g. Design and build of a five-page website]
- [e.g. Contact form setup]
- [e.g. Two rounds of revisions]
- [e.g. Handover of the completed files]
Payment terms: [e.g. A 25% deposit before work begins, with the balance payable on completion.]
Quote valid until: [date]
If you’d like to go ahead, just reply to this email and I’ll confirm the start date and next steps.
Please let me know if you have any questions or would like to discuss any changes.
Best regards,
[Your name]
[Business name]
[Phone number]
[Website address]
Tips for emailing your quote
- Reply quickly. Ideally within 24 hours. Even a short holding email is better than radio silence.
- Be clear about what’s included. List the main deliverables, turnaround times, and payment terms if needed.
- Use a branded template. If you send quotes as PDFs, include your logo and contact details for a more polished look.
- Keep your tone natural. Many self-employed people win work by being easy to deal with, not by offering the lowest price.
You don’t need to write the perfect email. Just keep it clear, confident, and focused on what the client needs. If the quote is accepted, our sole trader invoice guide and templates cover the next step. Save a version of the template above, delete the icons if you prefer a plain text look, and tweak each email to suit each enquiry.
If payment later becomes a problem, see the practical steps for chasing an unpaid invoice.