How to Write a Quote Your Clients Approve

What every quote must include

A well-organized quote saves back-and-forth and looks professional. Before you send it, make sure it has:

• Your business details and the client's details.
• A quote number and a date.
• A clear description of every item or service.
• Quantity, unit price and a total for each line.
• The grand total, and tax where it applies.
• How long the quote is valid.
• Payment terms and a timeline.
• What is not included.

Write line items in the client's language

Clients don't always know trade terms. A line such as "Remove and install 3 windows, including disposal" is far clearer than an internal code or an abbreviation.

When there are several options, list each one separately with its own price. The client chooses instead of trying to decode one confusing number.

Clear prices, no surprises

If tax applies, say clearly whether your prices include it. A client who discovers an extra charge at the end loses trust.

If part of the price depends on on-site measurements or on the client's choice, explain how it will be calculated. For example: "Tiling at $30 per square meter, based on the final measurement."

Validity, terms and the next step

A validity date gives the client a reason to decide and protects you from supplier price increases.

End the quote with a clear next step: how to approve, when work starts, and what happens after approval.

Send fast, then follow up

A quote sent on the day of the meeting often beats a better quote that arrives a week later.

After sending, it helps to know whether the client opened the quote, so you can follow up at the right time instead of guessing.

How TEKANGO helps

With TEKANGO you build a well-organized quote with your business details, line items, totals and a validity date, and send it to the client by WhatsApp or email.

The client opens the quote from a link, approves it and signs it digitally, and your quote list shows whether the client has viewed it.