What should a builder's quote include?

A quotation is more than a price. It is the builder's written offer to carry out a defined piece of work, for a stated sum, on certain terms. The clearer it is, the easier it is to compare with others, and the less room there is for disagreement once work starts.

There is no single legal format for a builder's quote, and a small repair will not need the same detail as a two-storey extension. But for most home improvement and building projects, a good quotation will cover the points below.

Who it is from and who it is for

The builder's full business name, address and contact details, and — if they are a limited company — their company name as registered. Your name and the site address. A date and a reference number. It sounds basic, but it matters if there is ever a question about who you contracted with.

What information it is based on

The quotation should say which drawings, specifications, engineer's details or schedules it has priced, including revision numbers. If you later change the design, this is what shows the price needs revisiting. If a builder has priced from a conversation rather than documents, it is worth writing down what was discussed and asking them to confirm it.

A breakdown of the work

A lump sum with no breakdown makes it very difficult to judge value or compare builders. Ask for the work to be split into sensible sections, for example:

• Preliminaries — site set-up, welfare, skips, scaffold, protection
• Demolition and strip-out
• Groundworks, foundations and drainage
• Superstructure — walls, floors, steelwork, roof
• Windows, doors and rooflights
• Mechanical and electrical first and second fix
• Plastering, joinery and finishes
• Kitchen, bathroom and specialist items
• External works and making good

Each section does not need to be priced to the penny, but you should be able to see roughly where the money sits.

Clear inclusions and exclusions

What is included, and just as importantly, what is not. Common exclusions include building control fees, party wall costs, decoration, floor finishes, landscaping, supply of sanitaryware or kitchen units, and alterations to services outside the property. Knowing these up front lets you budget for them separately.

Allowances and provisional sums

Where items have not been chosen yet, the quote should show a separate allowance for each — with a figure and a description of what it is meant to cover. You should also know how the builder will adjust the price when the actual cost is known.

VAT

Whether prices include or exclude VAT, and at what rate. If the builder is not VAT registered, it is reasonable for the quote to say so.

Programme and timing

A proposed start date, an expected duration and any key dependencies — for example, long lead times on windows or steel. A simple bar chart programme is useful on larger jobs. It will not be a guarantee, but it gives you a basis for discussion if things drift.

Payment terms

How and when you will be asked to pay. Stage payments linked to identifiable progress are generally easier to manage than time-based payments. The quote should also say what happens to the final payment and any amount held back until snagging is complete.

Variations

How changes will be handled. The safest approach is that no extra work is carried out until the cost and any time impact have been agreed in writing. It helps if the quotation states the day rates or pricing basis that will apply to changes.

Validity, insurance and guarantees

How long the price is valid. Whether the builder holds appropriate insurance — ask to see it rather than assuming. Any guarantee or warranty offered on workmanship, and what it covers. We do not give legal advice, so if you need certainty on contract terms, speak to a solicitor; but these are sensible questions to ask any builder.

Turning a quotation into an agreement

For larger projects, many homeowners use a recognised form of building contract rather than relying on the quotation alone. Whatever you use, make sure the scope, price, programme and payment terms you have agreed are written down and match what was quoted.

If you have received quotations and are not sure whether they cover everything, our £149 Builder Quote Check compares two or three quotations side by side and highlights omissions, exclusions, allowances and questions to raise.