Trades and construction templates
Quotes, job updates, site notes, variations, invoices and safety for builders, contractors and tradespeople. 41 free templates, 6 of them longer notes. Open one to fill in the blanks and copy it.
Quotes and bookings
Win jobs and set expectations.
- Quote email Snippet Sends a quote. Hi [Customer], Thanks for having me round. My quote for [Job] is [Price], including [Included]. It is valid…
- Site visit booking Snippet Books a visit. Hi [Customer], I can come and look at [Job] on [today] at [time now]. It takes about 30 minutes. Does that…
- Quote follow-up Snippet Chases a decision. Hi [Customer], Just checking whether you had a chance to look at my quote for [Job]. Happy to answer any…
- Job booked confirmation Snippet Confirms start. Hi [Customer], You are booked in! I will start [Job] on [Start date], arriving around [time now]. Expected…
- Deposit request Snippet Asks for deposit. Hi [Customer], To secure your start date and order materials, please pay a [Deposit] deposit. Bank details:…
- Decline a job Snippet Too busy or not a fit. Hi [Customer], Thanks for thinking of me for [Job]. I am fully booked until [today], so I can not take it…
- Estimate vs quote explanation Snippet Sets expectations. Just to be clear: this is an estimate, not a fixed quote. The final price depends on [Unknowns]. I will tell…
On the job
Keep customers in the loop.
- Daily progress update Snippet End of day update. Hi [Customer], Today we [Done]. Tomorrow: [Tomorrow]. Everything is on track.
- Running late Snippet Late to site. Hi [Customer], running about [Minutes] minutes late today, sorry. See you shortly.
- Unexpected issue found Snippet Hidden problem. Hi [Customer], While working we found [Issue]. It needs [Fix], which costs about [Cost] extra. Can we go…
- Variation order Snippet Extra work agreed. Variation [Number] Job: [Job] Change: [Change] Extra cost: [Cost] Extra time: [time now] Please reply to…
- Materials delay Snippet Supplier delay. Hi [Customer], The [Material] is delayed by the supplier until [today], so [Impact]. Sorry for the wait.
- Weather delay Snippet Rain stops play. Hi [Customer], the weather means we can not [Task] today. We will be back on [today].
- Access request Snippet Needs access. Hi [Customer], we need access to [Area] on [today]. Could you [Request]?
- Job complete Snippet Work finished. Hi [Customer], [Job] is complete! Please have a look and let me know if anything is not right. Care tips:…
- Snag list response Snippet Fixes after completion. Hi [Customer], Thanks for the snag list. I will come back on [today] to sort: [Items].
Invoices and payments
Get paid for the work.
- Final invoice trades Snippet Invoice after the job. Hi [Customer], Thank you for choosing me for [Job]. Your invoice for [Amount] is attached, due by [Due…
- Stage payment request Snippet Progress payment. Hi [Customer], We have reached [Stage]. As agreed, the stage payment of [Amount] is now due.
- Overdue trades invoice Snippet Payment chase. Hi [Customer], Invoice [Invoice number] for [Job] ([Amount]) is now overdue. Please pay by [in 7 days].
- Review request trades Snippet After payment. Hi [Customer], Thanks again! If you are happy with the work, a review on [Platform] would really help my…
- Guarantee certificate Snippet Work guarantee. This certifies that [Job] at [Address], completed on [today], is guaranteed for [Years] years against…
Site and safety
Crew messages and safety.
- Crew daily briefing Snippet Morning briefing. Today on site at [Site]: - Tasks: [Tasks] - Deliveries: [Deliveries] - Hazards: [Hazards] - PPE: [PPE]
- Safety reminder Snippet Toolbox talk. Toolbox talk: [Topic]. Key points: [Points]. Everyone signs the register before starting.
- Incident report Snippet Site accident. Incident at [Site] on [today] at [time now] What happened: [What] Injuries: [Injuries] Action taken:…
- Subcontractor booking Snippet Books a sub. Hi [Sub], Can you do [Task] at [Site] from [Start] for about [Duration]? Rate as usual: [Rate].
- Delivery request Snippet Orders materials. Hi [Supplier], Please deliver to [Site] on [today] before [time now]: Contact on site: [Contact].
- Neighbour notice Snippet Tells neighbours. Dear neighbour, We are carrying out [Work] at [Address] from [Start] to [End], working hours [Hours]. Sorry…
Job notes
Records for each job.
- Job sheet Note One job. Customer: [Customer] Address: [Address] Job: [Job] Quoted: [Price] Scope Materials - Hours | Date | Hours |…
- Site survey Note Measurements and notes. Site: [Address] Date: [today] Measurements Access Issues spotted Photos
- Materials list Note What to order. | Item | Quantity | Supplier | Cost | Ordered | | | | | | | | | | | | [ ] |
- Snag list Note Things to fix. Job: [Job] - [ ] - [ ] - [ ]
- Weekly schedule Note Crew plan. | Day | Site | Crew | Tasks | | | | | | | Mon | | | | | Tue | | | | | Wed | | | | | Thu | | | | | Fri | | | |
- Risk assessment Note Site risks. Site: [Site] | Hazard | Who is at risk | Control | Risk level | | | | | | | | | | |
Trade-specific quotes
Quote wording by trade.
- Painting quote Snippet Decorator quote. Painting [Rooms]: prep, fill, two coats of [Paint], ceilings and woodwork. [Days] days. Total [Price], paint…
- Electrical quote Snippet Electrician quote. Electrical work: [Work], including parts, testing and certificate. Total [Price].
- Plumbing quote Snippet Plumber quote. Plumbing: [Work]. Parts [Parts], labour [Labour]. Total [Price].
- Roofing quote Snippet Roofer quote. Roof: [Work] on [Area], including scaffold and waste removal. [Guarantee] guarantee. Total [Price].
- Landscaping quote Snippet Garden quote. Garden: [Work], including materials and waste removal. Approximately [Days] days. Total [Price].
- Cleaning quote Snippet Cleaning service. Regular clean of [Property]: [Scope]. [Price] per visit.
- Handyman quote Snippet Small jobs list. Jobs: [Jobs]. Estimated [Hours] hours at [Rate] per hour, plus materials.
- Kitchen fitting quote Snippet Kitchen install. Kitchen fit at [Address]: remove old units, fit [Units], worktops and appliances. [Days] days. Labour [Price].