Free Estimate Template
"I thought you said $150" is a conversation you never have to have again. It takes one page and about four minutes.
The short answer
Say which one you're giving
An estimate can change. A quote generally shouldn't. Writing the word "estimate" or "quote" on the page — plus a scope line saying what's not included and a date it expires — prevents most price disputes before they start.
Download the estimate template
Free. Fill it in on your phone or print it. No account needed.
Estimate or quote? They're not the same thing
An estimate is your best guess. It can move if the job turns out different than what you were told or could see.
A quote is a number you're standing behind. If it takes longer than you thought, that's on you.
Both are fine to give. The problem is giving one and having the customer hear the other. So write it on the page, in a place they can't miss.
| Situation | Give | Why |
|---|---|---|
| First-time deep clean, seen in person | Quote | You've walked it. You know the number. |
| Move-out clean, described over the phone | Estimate | Fridges and blinds hide from phone calls. |
| Weekly mowing, standard lot | Quote | Repeatable and predictable. |
| Overgrown yard, first cut | Estimate | You don't know what's under it yet. |
| Replace a known fixture | Quote | Fixed parts, fixed labor. |
| "Something's leaking under the sink" | Estimate | You're diagnosing, not just installing. |
When in doubt, give an estimate with a range and one sentence out loud: "That's my estimate based on what you've told me — I'll confirm the exact number when I see it, before I start."
Real example
A cleaner in Tulsa quoted $140 flat for a 3-bedroom house over the phone. She arrived to a move-out with a packed fridge and blinds nobody had touched in four years. Six hours later she'd made about $23 an hour before gas — and she couldn't raise the price, because she'd said "$140" with no qualifier.
The fix was one word on the page and one sentence on the phone. Her next phone number went out as an estimate: "$140–$190 for a standard 3-bed. I'll confirm when I see it." The same move-out came back at $265 and the customer said fine.
What to put in writing
Here's a worked example. A pressure washing job in Charlotte — driveway, walkway, and the front of a two-story house.
| Item | Detail | Amount |
|---|---|---|
| Type of document | ESTIMATE — final price confirmed on site before work begins | |
| Service address | 2117 Sardis Rd, Charlotte NC | |
| Driveway wash | ~720 sq ft concrete, surface cleaner | $180.00 |
| Front walkway | ~110 sq ft, includes steps | $45.00 |
| House wash — front elevation | Soft wash, 2 stories, vinyl | $225.00 |
| Materials | Detergent, sodium hypochlorite mix | $28.00 |
| Estimated total | $478.00 | |
| Not included | Rear and side elevations · roof · gutters · oil stain removal · window cleaning | |
| Changes | Any added area is priced and confirmed by text before it's started | |
| Payment terms | Due on completion. Zelle, check, or card. | |
| Expires | September 4, 2026 | |
The "not included" row is doing more work than the price rows. That's the row that ends the conversation that starts with "well I assumed the back was in there too."
If the numbers on your own estimates still feel like guesses, start with the pricing guides: pressure washing, lawn care, handyman.
How to write the scope line
The scope line is two or three plain sentences that a stranger could read and know what you agreed to do.
Write it in three parts:
- What you're doing. "Wash driveway, front walkway, and front elevation of house."
- How much of it. Square footage, room count, number of visits. Numbers, not adjectives. "About 720 sq ft" beats "the driveway area."
- What's not included. The three or four things a reasonable person might assume were part of it. This is the important one.
- What happens if it's worse than it looked. One sentence: "If the surface needs a second pass, I'll call you with the number before doing it."
- Who supplies what. Water, power, access, parking, keys, gate codes. Especially water — some jobs die on a shut-off spigot.
- When you'll do it. A week, not a promise to the hour. "Week of August 17, exact day confirmed the Friday before."
Never give a firm price for work you haven't seen. A photo is not seeing it. Phone descriptions from customers are honest and wrong at the same time — people genuinely don't notice the grease on their own range hood or the four years of shed clippings behind the fence. If you must give a number before the visit, give a range and label it an estimate.
Handling "while you're here"
It always comes. You're packing up and they ask if you could just do one more thing.
It's usually a good sign — they like you. It's also where a profitable day quietly becomes a break-even day.
Use one script. It's polite and it names a number:
"Yeah, I can do that. That'd be another $60 and about 40 minutes — want me to go ahead?"
Then, before you start, send a text: "Adding gutter clean-out, +$60. New total $538." Now it's in writing and there's nothing to argue about at the end.
Only three things are actually free: something that takes under five minutes, something you'd be embarrassed to charge for, and something the customer would have every right to expect anyway. Everything else gets a number said out loud.
Real example
A handyman in Mesa quoted $310 to hang 14 pictures and a mirror. While he was there, the customer asked him to also mount a 65-inch TV and tidy the cables. He said "sure, no problem" and didn't name a price. It took him two extra hours and a $22 stud-finder run to the hardware store.
At the end she handed him $310 and thanked him warmly, because as far as she knew, the TV was included. He wasn't cheated — nobody ever said a number. Eight words would have fixed it: "Happy to. TV mount's $140 — want it done?"
Expiry dates
Put a date on every estimate. Thirty days is the normal default.
Use 14 days when material prices are moving or you're heading into your busiest weeks. Use 60 days for big planned projects where the customer has to save up or get a spouse on board.
An expiry date does two things. It protects you when someone calls in March waving a number from last August. And it gently creates a reason to decide now, without you having to push.
When it does expire, be easy about it: "That one was from May so it's out of date, but let me redo it — I don't think it'll move much." That's a warm sentence that gets you a fresh conversation.
Before you send it
- The word "Estimate" or "Quote" is on the page, big enough to see.
- The service address is on it, not just the customer's name.
- There's a "not included" line with at least three items.
- There's an expiry date written as a real date.
- Payment terms are stated, including any late fee, so your invoice can rely on it later.
- You sent it the same day you visited, while they still remember liking you.
Download the estimate template
Common questions
What is the difference between an estimate and a quote?
An estimate is your best guess and can change if the job turns out different than expected. A quote is a fixed price you're committing to. Say which one you're giving, in writing, on the document. Most price disputes happen because the customer thought they got a quote and you thought you gave an estimate.
Is an estimate legally binding?
Generally an estimate isn't a fixed price the way a quote is, but it depends on your state and on what your document says. Some states have specific rules for home improvement work, including limits on how far a final bill can exceed a written estimate. Check your state's consumer protection or contractor licensing site.
How long should an estimate be good for?
Thirty days is the common default and works for most residential service work. Use 14 days if material prices are moving or you're heading into your busy season. Put the expiry on the document as a real calendar date.
What should a service estimate include?
Your business details, the customer and service address, an estimate number and date, the word "estimate" or "quote" stated plainly, a scope line saying what is and isn't included, itemized labor and materials, the total, the expiry date, and how changes will be priced.
How do I handle extra work a customer asks for on the job?
Price it out loud before you touch it, then send a one-line text confirming the new number. Saying yes to a "while you're here" request without naming a price is the fastest way to lose money on a day that was going well.
Should I charge for giving an estimate?
Most residential service estimates are free, and charging will cost you calls. A diagnostic fee is different and is normal when you have to actually troubleshoot something, like finding a leak. If you charge one, say the amount before you schedule the visit.
How detailed should the scope line be?
Detailed enough that someone who wasn't there could read it and know what you agreed to do. Two or three sentences is usually enough. Always include a short "not included" list — that line prevents more arguments than the price line does.
Do I need the customer to sign the estimate?
A signature is best on larger jobs. On small residential work, a text saying "yes, that works" is usually enough of a record. Some states require a signed written contract above a certain dollar amount for home improvement work, so check your state rules.
Rules on written estimates, home improvement contracts, and how far a final bill may exceed an estimate are set by state law and differ widely. Nothing here is legal advice — check your state's consumer protection or contractor licensing board before relying on any document.