Tendering, quoting and estimating
Whatever the job - locksmith, bathroom fitting, guttering installation, painting a room - submitting a tender, estimate or quote is common practice. Even if the job is small, you should ensure that you have provided a written quotation. Do not rely on a verbal agreement for the scope of the work and price as this will surely lead to issues later on if there are any misunderstandings.
Be clear on the Customer's Requirements
Before you even begin to put pen to paper, make sure you are clear on what the customer wants you to do. A request to a plumber to install a bathroom may mean very different things to different customers. In order to gain a clearer understanding of a potential customer's requirements, see if you can arrange a meeting or have a telephone conversation with them. Make sure you are clear on all aspects of the job including:
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Level of preparatory work required
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Full scope of the work including any reports/surveys you are accountable for
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Level of clean-up after the job has been completed
Include all the basics
There are some basic elements that you should always include in any written quotation:
A job description:
- This is your opportunity to make sure you understand and agree on exactly what the customer wants. Be specific. Building a conservatory or building an extension needs to be broken down into numerous elements with clear deliverables against each.
Start date:
- Be realistic. Don't promise a date you know you may struggle to meet.
- Check and see if there is any flexibility on the customer's stated start date.
Timeframe for the work to be carried out in:
- If it is a long job it may be worthwhile breaking the job down into key elements. This will help the customer understand the timeframe needed to complete the job to your satisfaction.
An agreed price:
- Be sure you include all aspects of the job and break it down into key areas such as labour and materials. Be clear on whether this includes VAT (if applicable).
- If materials need to be bought in advance, you may want to consider asking the customer to pay a fair percentage of these costs as the job progresses.
- Agree any changes to the agreed contract value and ensure these are agreed in writing before the work is done.
- Be clear on how and when you expect to be paid for the job.
It may also make sense to include details such as how you handle changes in scope of the job and terms of cancellation
Market Yourself
If it is a particularly large job or requires specific skills, take the time to explain why you are qualified to complete the job.
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You may want to include photographs from similar work or references that the customers can follow up on for comparable prior jobs you have done, for example, if being asked to paint windows bring photographs of other windows you have painted
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You should also include any trade schemes you are a member of, or specific qualifications you have e.g. Federation of Master Builders, TrustMark, Institute of Plumbing and Heating Engineers
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If you have liability insurance let the customer know, it may add peace of mind for them
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If you have any specific skills or expertise that differentiates you from other tradespeople make sure you talk about them. Maybe you are an emerging green builder or have extensive experience in emergency plumbing or emergency electrician jobs