Questions to Ask After a Client Meeting — Before You Write a Quote

Most quoting problems are not quoting problems — they are information problems. A price comes out too low because nobody asked about the site access. A job runs over budget because the client mentioned a "small extension" that turned out to be two storeys. A dispute over scope because you never confirmed what was and was not included.

The fix is simple: before you write the quote, make sure you have answers to every question on this list.

The Job Itself

• What exactly needs to be done? (Get a specific description — not just "kitchen renovation," but which elements: flooring, units, worktops, electrics, plumbing?)
• What is the size or scale? (Square metres, number of rooms, linear metres of work)
• What is the standard or quality level? (Budget, mid-range, high-end?)
• Are there existing photos, drawings, or plans you can refer to?
• What is not included — is the client handling any parts of the work themselves or with another contractor?

The Site and Access

• Where is the job? (Travel time and logistics affect price)
• What are the access conditions? (Tight staircase, restricted parking, a working household with children — all affect how long the job takes)
• Are there any known complications? (Old wiring, asbestos risk, structural unknowns)
• Will the property be occupied during the work?
• Is there somewhere secure to store materials and tools overnight?

Timeline and Deadlines

• When does the client need the work completed by?
• Is there a hard deadline (a house sale, a business opening, a holiday)?
• When can you get access to start?
• Are there any dates that must be avoided?

Labour

• How many people will you need on site?
• Do you need any specialist subcontractors (electrician, gas engineer, structural engineer)?
• How many days do you estimate the job will take?
• Does the job require working at height, confined spaces, or other specialist conditions?

Materials and Equipment

• Is the client supplying any materials themselves, or do you supply everything?
• If you are supplying materials, do you have current prices from your supplier?
• Are there specific brands or specs the client requires?
• Do you need to hire any specialist equipment (scaffolding, access platforms, diggers)?
• Are there any disposal or skip hire costs?

Budget

• Does the client have a budget in mind? (This helps you know whether to quote for the full spec or suggest alternatives)
• If your quote comes in over budget, is there flexibility — what is the absolute ceiling?
• Is the client comparing your quote with others?

Payment Terms

• What payment terms work for the client? (Deposit and final, milestone payments, or on completion?)
• Does the client pay promptly or is there a company approval process?
• Is this a private client or a business? (Different VAT implications, different risk profiles)

Special Conditions or Requirements

• Are there any planning permissions, building regulations approvals, or permit requirements for this work?
• Does the work need to comply with any specific standards or certification?
• Do you need to provide a warranty or guarantee?
• Is there any requirement for a contract or formal agreement before starting?

What to Do If You Are Missing Information

Do not guess. A quote built on assumptions leads to one of three bad outcomes: you underprice and lose money, you overprice and lose the job, or you get into a dispute over scope because you assumed different things than the client.

If you cannot get all the information before quoting, you have two options:

• Qualify your quote clearly: "This quote is based on standard access — if the site conditions differ, the price may need to be revised."
• Break it into phases: Quote for what you know, and flag that Phase 2 will be priced once Phase 1 is complete and you can assess what is needed.

Either is professional. Guessing and getting it wrong is not.

Turning Your Answers Into a Quote

Once you have all of this, writing the quote is straightforward. Structure it simply: a brief scope summary, an itemised breakdown of costs, your total, payment terms, and how long the quote is valid.

If you want to turn your answers into a professional quote in under two minutes, try the AI Guide. You answer the questions above and it generates a complete, itemised quote ready to send. Or download a free quote template to get the right format.