1. Start with contractor and customer information
Include your business name and contact information, then identify the customer and project address. Add an estimate number and validity date so both sides can refer to the same document.
2. Describe the scope of work
Write what is included in plain language. Separate major phases such as preparation, demolition, installation, finishing and cleanup. Clear scope reduces misunderstandings later.
3. Itemize labor and materials
Use quantities and units that make sense for the trade: hours, square feet, roofing squares, gallons, sheets, linear feet or a fixed job amount. An itemized estimate is easier to review and update.
4. Include overhead and profit
Your selling price needs to cover direct job costs plus the operating costs of the business and a reasonable profit. Do not confuse markup with gross margin.
5. Add terms and approval
State the deposit, payment timing, exclusions, change-order expectations and how long the estimate is valid. Give the customer a clear way to accept or decline.