How to Write a Quote for a Plumbing Job 

You know, plumbing systems inside and out. You’re an expert in all the hands-on tasks that come with the career. 

But what about the business side of things? Is admin work way outside your wheelhouse? 

No worries. You can learn the skills you need to build a wildly successful business. We’re here to help. 

In this guide, we’ll explain exactly how to write a quote for a job. We’ll cover why professional quotes matter and the information you need to write them. 

We’ll walk you through how to break down the costs and why you should visit the job site first. We’ll talk about job scope, timeline, and payment terms. 

Then, we’ll guide you on including guarantees, warranties, and a section for potential extra costs. 

We’ll finish with best practices for following up and sealing the deal. And to close, we’ll give you three easy tips to help you improve your quotes today. 

Walk away with the skills you need to win over customers with a clear, trustworthy quote. Let’s sharpen your competitive edge together! 

The Importance of a Professional Plumbing Quote 

You’ve made a great first impression. Now, your client wants to take the next step. They’ve requested a quote. 

What happens next depends: 

• You give them a sleek, organized, and accurate quote. They’re happy with the price. You’ve shown your professionalism, and they’re convinced. They trust you. You’re the best fit for the job, so they accept it. 
• You give them a quote that’s vague or hard to read. It’s got too much information. The client is confused—they can’t make heads or tails of it. Uncertain about what you’re charging for and how much it’ll cost, they decide to look elsewhere. 

This is the power of a professional plumbing quote. It reflects how you do business. It’s an extension of your brand and values. Make it count and win more business. 

RELATED ARTICLE: Flat Rate vs Hourly: What’s Better for Your Service Business? 
 

Gather the Right Information Before Writing the Quote 

You know you need one. So, how do you write a quote for a job? How do you create a document that says: 

“We’re serious about what we do. We’re committed to exceeding your expectations and delivering an industry-leading standard of service.” 

The first step is gathering all the required information. You need this to make sure the quote is accurate. 

Collect the following: 

• The scope of work, which includes the specific services you’ll be doing 
• What materials will you need to complete the job, and how much will they cost? 
• The amount of labor time needed to finish the service 
• Any applicable taxes 
• Any special customer requests or add-on services 

Break Down the Costs: Materials, Labor, and Additional Fees 

Once you have all the necessary information, it’s time to break it down into sections. First, let’s tackle the costs. 

You’ll want to itemize the costs. This means separating out the costs of materials, labor, taxes, and other fees. 

It’s essential to do this because it helps clients see where their money is going. It’s about being honest and upfront. 

According to Business.com: 

“Companies that embrace transparency as a core business value find that this practice leads to trust, which leads to customer loyalty, which leads to business success.” 

Here’s what to do: 

• Itemize the materials. Write each material you’ll need on a separate line. Include how many you’ll need, the cost per unit, and the total cost. 
• Calculate labor expenses. This might be a fixed fee. Or it might be an hourly rate. If it’s by the hour, include the cost per hour and estimated time. Then, calculate the total labor cost. 
• Add in additional fees. This might include call-out fees, taxes, disposal costs, equipment rentals, or travel expenses. Be sure to give each fee a separate line. 

Once you’ve listed out each cost, add them together to give the total. 

Pro tip: You can’t run a viable business if you don’t account for your overheads and add a profit margin. Once you have the total cost, add about 20-30% to cover your overhead costs. Then, include an additional 10-20% as a profit margin. 

FROM ONE OF OUR PARTNERS: Free Blank Invoice Template 
 

Incorporate a Site Visit for Accurate Assessment 

Plumbing problems vary from job to job. 

Sometimes, it’s nothing more than a quick fix. Everything runs without a hitch. But other times, the unexpected happens. 

A client might call because they have a leaking tap. No problem. But they failed to mention problems X, Y, and Z on the phone. The reality is a whole lot more than you bargained for. 

Worse yet, if that client already accepted your quote for the leaking tap, you can either: 

• Have an awkward conversation asking them for additional funds to cover the extra time and material costs. This could put a dampener on their experience. They might even leave a negative review. 
• Cut your losses, do the job, and move on. 

This is why it’s a really wise idea to visit the site before you give your quote. You can check factors that impact cost, such as accessibility. 

Detailing the Scope of Work for the Plumbing Job 

Ever heard of scope creep? It’s what happens when a job spirals out of control. One thing leads to another, and suddenly, you’re doing twice the work for the same pay. 

You can avoid this profit-stealing phenomenon by detailing the scope with laser-sharp clarity in your quote. 

This also prevents misunderstandings. You and your client are on the same page from the offset. 

Follow these best practices: 

• Outline the specific tasks involved in the job. Be detailed here. State the obvious. List exactly what you’ll be doing. 
• Explain the protocol you follow when you run into an unexpected problem. For example, you might notify the client on-site and suggest an additional service. 
• Note what happens if the client decides they want something else. If they call in and ask you to fix a leaking tap, what do you do if they ask you to quickly check the water pressure? Be upfront about your boundaries. 

Provide a Clear Timeline for Completion 

Detailing the timeline is also a must-do. It makes sure you charge the right amount for labor. It also ensures the customer knows what they can expect. 

Remember, your clients are busy. Many are squeezing in a plumbing service between school pick-up, grocery shopping, and a yoga class. 

They want to know when they’ll need to be home. That way, they can make any arrangements to cover their responsibilities. 

Providing a timeline also demonstrates your professionalism. It sets a respectful tone. 

You acknowledge that your customers don’t want to wait around all day. It gives them confidence that you’ll arrive on time and work fast to finish the job. 

Be Transparent About Payment Terms 

One critical part of learning how to write a quote for a job is setting clear payment terms. 

Your payment terms should include: 

• Whether or not the client has to pay a deposit: If they do, how much will it be? Deposits are usually a percentage of the total job cost, like 5 or 10%. Add in when the deposit is due and how the client can pay it. 
• How the payment will be structured: For example, will it be a single payment on completion? This is usually the case for smaller jobs. Or will payment be required when milestones are reached? This is a good system for larger jobs. 
• When the final payment will be due: You might accept payments on-site as soon as the job’s done. Or you might give clients seven days. 
• How your clients can pay: List the payment methods you accept and any details they need. For example, you might accept credit cards, direct debit, checks, and even some online payments. It’s a good idea to give your customers options. That way, they can pay in the way they prefer. 
• Whether late fees or early payment discounts apply: You can use these strategically to encourage on-time payments. If you do charge late fees, explain how much they are and when they incur. 

FROM ONE OF OUR PARTNERS: How to Ask for a Deposit Politely: A Contractor Deposit Guide 

Add Warranties or Guarantees for the Plumbing Job 

Warranties and guarantees give potential clients peace of mind. They show you stand by the quality of your work. You’re so confident, in fact, that you’d be happy to fix it for free. 

Warranties and guarantees both win trust. But they are a little different. 

You can offer your clients guarantees. For example, you might guarantee you’ll show up within 10 minutes of the scheduled time or give them a 10% discount. 

A warranty assures that a product or service will hold up for a certain amount of time. There are two kinds of warranties: 

• Workmanship warranties: These cover the actual services, like the repair or installation you provided. This is something you offer your clients directly, much like a guarantee. 
• Product warranties: These cover the materials you used. Often, manufacturers provide these warranties. The Mechanical Service Contractors of America has a good resource on warranty claims and negotiations. 

Detail any guarantees or warranties that apply in your quote. This can give your bid the edge over your competition. 

Incorporate a Section for Potential Extra Costs 

You want to make sure all of your bases are covered. Whatever happens on the day of the job, you want to protect your profit margin. 

One clever tactic is to add a section about extra costs. This is where you can explain what happens if something unexpected occurs. 

Customers will know upfront what your processes are. They won’t be caught off guard. They won’t be angry if you ask for extra funds to cover additional costs. 

What exactly do you need to say? 

• First, explain that sometimes unforeseen costs could arise. Be polite and personable. 
• Then, note what your process is. For example, you might say something like: 
• “If we believe an additional service is required, we will ask the person on-site or contact you directly via the details in this quote. If you agree to the extra cost, we will proceed. In some cases, a follow-up appointment will be required.” 
• Assure the customer that you will never complete and charge for an extra service without their consent. 
• Finally, thank them for their understanding. 

Follow Up After Sending the Plumbing Quote 

You know how to write a quote for a job. You’ve sent it off. Now, you’re waiting for a response. 

A few different scenarios could play out: 

• The client could respond within 24 hours with an answer. 
• The client doesn’t respond. 
• The client gets back to you with questions. 

Here’s how to tackle each of these: 

The Client Accepted—Now What? 

This is the best-case scenario. Congratulations! 

The next step is to acknowledge their response. Send a brief email that says you got their approval and will be in touch with an appointment time. 

If you charge a deposit, now’s the time to send them a bill. 

Keep the quote you sent, too. Don’t delete it. You’ll need it after the job is done to write the invoice. 

RELATED ARTICLE: The Importance of Invoice Management for Service Contractors 

How Long Should You Wait Before Following Up? 

If the client doesn’t respond, following up with them is perfectly okay. It might just be the gentle nudge they need to get over the line. 

Just make sure it’s been long enough. A short email or text three to four business days later is a good range to stick to. 

Be sure to contact the prospect through their preferred channel. Your message should be short and polite. 

Invite them to reach out if they have any concerns at all. Include your contact information to make it quick and easy. 

What If the Client Has Questions? 

If the client responds with questions, take it as a good sign. They’re interested enough to seek more information. 

Follow these best practices: 

• Answer quickly. This is a critical time. The prospect is vulnerable to competitor offers. 
• Be thorough. Make sure you’re giving them meaningful and relevant answers to their questions. 
• Keep the tone professional—not sales-y. They don’t want to feel pressured. Instead, win them over by being generous with your time and expertise. 

How to Seal the Deal 

Win the jobs you quote for with these three tips: 

• Be flexible. If your client wants something different from what you quoted, cater to them. Be open to their suggestions. Listen to their perspective and work collaboratively. 
• Be honest. If you’re unable to do something, explain why. Let them know if you believe one product is better for the job. Be open with your clients. This helps them feel confident that their property is in safe hands. 
• Be responsive. If your client has concerns, answer them. Get back to their messages. Set a high service standard from day one. 

Top Tips for Writing a Quote for a Plumbing Job 

Write trust-winning quotes that keep the jobs coming in with these three tips: 

• Always visit the site before quoting. That way, your quotes will be as accurate as possible. 
• Itemize all costs clearly so your clients can see exactly what they’re paying for. Separate labor and material costs, too. Add in any extra fees. 
• Respond quickly. Depending on the scope and complexity of the job, your client might have questions. Get back to them fast. Don’t plant a seed of doubt in their mind.