How to Email a Quote to a Customer (With a Template You Can Copy)

To email a quote to a customer, put the job and the total price in the email itself, attach the quote as a PDF, say how long the price is valid, and tell them exactly how to say yes. Send it the same day you looked at the job.

That is the whole job. The rest of this page is the detail, plus two templates you can copy.

What Every Quote Email Needs

A customer should be able to read your email on their phone in ten seconds and know what to do. Make sure it covers five things:

1. The job in one line. "Quote for repainting the front fence" beats "Please find attached."
2. The total price, and whether it includes GST. Write it out: "$2,420 including GST" or "$2,200 plus GST". Put your ABN on the quote itself too.
3. What is and is not included. "Includes materials and rubbish removal. Does not include council permits." One sentence now saves an argument later.
4. How long the quote is valid. "This price is held for 30 days." It also gives the customer a gentle reason to decide.
5. Exactly how to say yes. "Reply to this email with 'Yes' and I will send dates." Do not make them guess.

If your email has those five, it does the job.

Three Subject Lines That Get Opened

Keep it plain. The customer is looking for your email, so make it easy to find.

• Your quote for [job]
• Quote for [job] at [address or suburb]
• [Your business name] quote: [job], $[total]

Skip "Quote attached" on its own. It looks like spam and it is hard to find again next week.

Template 1: Short Email With the Quote Attached

Use this when the quote is a PDF from Xero, MYOB, your job software or a Word template.

Subject: Your quote for [job]

Hi [name],

Thanks for having me out to look at [job]. Your quote is attached.

The total is $[amount] [including / plus] GST. That covers [what is included]. It does not cover [what is not included].

This price is held until [date]. If you would like to go ahead, reply to this email with "Yes" and I will send you the earliest dates I have.

Any questions, call me on [phone] or reply here.

[Your name]
[Business name] | ABN [ABN]

Template 2: Quote Written in the Email

For small jobs, skip the PDF. A short email is quicker to send and quicker to approve.

Subject: Quote for [job] at [suburb]

Hi [name],

Here is the quote for [job] at [address].

• Item or stage 1: $[amount]
• Item or stage 2: $[amount]
• Total: $[amount] [including / plus] GST

Included: [what is included].
Not included: [what is not included].

This price is held until [date]. To book it in, reply "Yes" and I will confirm a start date.

[Your name]
[Business name] | ABN [ABN] | [phone]

If the job grows beyond a few lines, send a PDF instead. A long list in an email gets skimmed.

Mistakes That Cost the Job

No clear next step. "Let me know" is not a next step. "Reply Yes and I will send dates" is. Customers who are unsure do nothing, and nothing loses you the job.

The price is buried in an attachment. Many people read email on their phone and never open the PDF. Put the total in the body of the email every time.

Sending it days late. The customer is most interested right after you leave. Send the quote that day, even if it is rough. The first clear quote a customer gets is the one they compare the others against.

After You Send It

Sending the quote is half the work. Most customers do not say no. They go quiet.

When that happens, the next step is a short, friendly follow-up. We wrote five you can copy, with the timing for each, in quote follow-up email templates.

If you would rather not chase quotes by hand, we can set up the follow-ups so they send themselves and stop the moment the customer replies. See quote follow-up automation.