Free estimate template

About this document

An estimate is an informed guess. It is the right document when the scope is not fully known — a repair before anything is opened up, a project whose brief is still moving. The important thing is that it is clearly labelled as an estimate, so nobody treats the number as fixed.

Say what the estimate assumes. Most disputes come from an unstated assumption rather than the figure itself: how many revisions, whose materials, what happens if the job turns out bigger. Write those down and the conversation later is short.

What goes on an estimate

• The word "Estimate", stated plainly
• The assumptions the figure rests on
• A range, or a line saying how far the final figure might move
• Itemised work, so the client can see where cost sits
• What would trigger a revised estimate
• How long the figure is valid

This is general information, not tax or legal advice. Requirements differ by jurisdiction and by the kind of work you do — check with your own accountant or tax authority if anything is unclear.

Questions

Can I charge more than my estimate?

Usually yes, because an estimate is not a fixed price — but only if you flagged it before doing the extra work. Tell the client as soon as you can see the job is bigger, and reissue rather than surprising them at the invoice.

Should I send an estimate or a quote?

If you can see the whole job, quote it — clients prefer certainty. If you cannot, estimate it and say what is unknown. Sending a quote for a job you do not fully understand means absorbing whatever you missed.

How binding is an estimate?

Far less than a quote, but not nothing: an estimate wildly below the final bill is hard to defend. Keep it honest and revise it in writing when the picture changes.