What belongs in a quote? The checklist

1. Formal details: who is quoting for whom?

Your customer should be able to identify the quote clearly, even if they forward it internally. Complete addresses and a clear project name help here. A quote number makes questions easier to handle and saves you from searching for ages when jobs are similar.

Where necessary, distinguish between the client and the place of work. If your painting firm works for a property management company, the billing address might be in St.Gallen and the flat in Gossau. Record both with a clear label.

• Sender: Company name and full address of your business.
• UID or VAT number: If you are registered for VAT, list your VAT number (see section 6).
• Recipient: Name or company and full address.
• Date: Date the quote was issued.
• Quote number: Unique reference for questions and filing.
• Contact person: Name, phone number and e-mail address.
• Project: Clear title and, if applicable, the property or site address.

2. Services: what is included in the job?

First, briefly describe the starting point and the desired result. Then list the individual services. “Redesign garden” leaves a lot open; “remove existing lawn and lay new lawn on prepared ground” makes the scope tangible.

The same applies to an agency: “Build website” says little about the number of pages, texts or revisions. State, for example, five content pages, the technical implementation and two rounds of revisions. Also note whether your customer will supply texts and images and when you need them.

• Starting point: What problem or wish is the job based on?
• Scope of services: What work, products and results will you deliver?
• Exclusions: What is explicitly not included, such as disposal or copywriting?
• Quantities and units: Items, hours, square metres or linear metres per line item.
• Execution: Relevant materials, qualities, formats or product variants.
• Customer input: Which documents, approvals or preparatory work will your customer take care of?

3. Price: how is the total made up?

Your customer should be able to understand the price without having every item explained over the phone. So assign the right price to each service and show how the total is reached. Separate the basic version from optional extras.

A fictitious example: you charge CHF 3,200 for design and CHF 8,500 for implementation. That comes to CHF 11,700 before any VAT and optional extras. State clearly what the total covers; you will find general guidance on VAT details in section 6.

Also distinguish between a flat rate and billing on a time-and-materials basis. For time and materials, an hourly rate and a transparent estimate help. Agree how you will report additional work and have it approved, so your customer can decide in good time.

• Unit prices: Price per item with quantity and unit.
• Total: Clearly visible overall amount for the scope described.
• VAT: If applicable, show the rate and amount separately as well as the total including VAT.
• Discounts: Show the discount and the amount it applies to transparently.
• Expenses and materials: State whether they are included or charged additionally.
• Pricing model: Name the flat rate or time-and-materials basis, including how it is calculated.
• Options: List extra prices separately and explain how they are reflected in the total.

4. Terms: under what conditions do you work?

A clear price does not yet tell anyone when you can start or when payment is due. Set out the most important conditions directly in the quote. That way your customer can factor them into their planning before saying yes.

A validity period generally makes it clear until when your quote is meant to apply. How binding it is depends, among other things, on the wording and the circumstances. This is not legal advice; if you are unsure, ask a professional, such as a legal adviser.

For a solar project, the installation date may depend on material availability and preparatory work. Describe such requirements specifically and mark provisional dates as such. If you want to use general terms and conditions, point this out and make them available before acceptance.

• Validity: Specific date until which the quote is meant to apply.
• Dates: Planned start, duration and important milestones.
• Requirements: Necessary approvals, access and preparatory work on the customer’s side.
• Payment terms: Payment deadline and any instalments.
• Deposit: Amount and timing of the planned payment.
• Terms and conditions: Reference to the version you intend to use and where it can be accessed.

5. Closing: how does your customer accept the quote?

At the end, your customer needs a clear next step. Should they choose a variant, discuss questions or sign the quote? Phrase a specific call to action, for example: “Choose your preferred version and confirm the quote.”

Providing space for a signature can make it easier to document acceptance. How acceptance takes legal effect and what form is required generally depends on the specific transaction. This is not legal advice; if in doubt, clarify any special requirements with a legal adviser.

Also describe what happens after the customer says yes. A landscaping firm might then agree the date for the work and confirm the choice of materials. That way your customer knows what to expect next.

• Next step: One clear call to action.
• Choice: Record the chosen variant and optional services.
• Acceptance: Describe the intended way of confirming in plain terms.
• Signature: If needed, provide space for name, date and signature.
• Contact: Name the person responsible for any last questions.

6. Mandatory details in a quote: what applies in principle?

In principle, quotes are not subject to formal requirements as strict as those for invoices. A general checklist is therefore not automatically a list of legally required details for every business. Depending on the transaction and the industry, special requirements may apply.

VAT details come into play on the invoice at the latest. Even so, it makes sense to show transparently in the quote whether VAT applies and whether it is included in the stated total. Show it properly according to your VAT status and avoid contradictory price information.

Whether a quote is binding cannot be judged from its heading alone, either. Its content, any reservations and its acceptance can all play a role. These notes are not legal advice; if in doubt, ask a professional, such as your accountant or a legal adviser.

• Completeness: Use the checklist as a practical working aid.
• Clarity: Make sure the service description, price and terms are consistent with each other.
• Professional review: Have unclear VAT questions and special contract terms checked.

7. What makes a good quote even stronger

Once the content of your quote is in place, add specific information that helps your customer decide. A relevant reference or a captioned image can make a design easier to understand than another paragraph. Only use examples you are actually allowed to show.

Options help cover different wishes. A painting firm might, for instance, list an additional wall as an optional item. In an interactive quote, options can be selected and deselected while the price updates live.

Before sending, check the transitions between service, price and dates in particular. Gaps often appear there: disposal is mentioned but not included in the price; the start date is fixed even though an approval is missing. Read the quote once from the customer’s point of view.

• References: A comparable project with a short explanation.
• Images: Relevant materials, finishes or before-and-after examples.
• Options: Clearly defined extras with their own price.
• FAQ: Short answers to typical questions about the specific job.
• Common gaps: Missing travel costs, unclear rounds of revisions or unspecified material qualities.
• Version control: When changes are made, check the date, scope and total together.