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Free estimate template for contractors and trade pros
· 3 min read
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A good estimate says who you are, what you'll do, the materials, when you'll start and finish, and the price, with how long that price holds. Fill in the template below, and the line items and totals add up for you. Then print it or save it as a PDF to send. Nothing you type leaves your browser.
This is the estimate layout we'd want to receive as a homeowner. It covers what the FTC tells homeowners to look for in a written estimate: a description of the work, the materials, a completion date and the price. Type straight into the form. It works on a phone, and nothing is sent anywhere.
What goes on a contractor estimate?
The FTC's advice to homeowners is a good checklist, because it's what careful customers compare: "A written estimate should include a description of the work to be done, materials, completion date, and the price." Add the rest so nobody has to call you to ask.
How do you fill in the estimate?
Tap or click any line and type. Amounts and totals update as you go. When it looks right, use Print or save as PDF. Only the estimate prints, not the rest of this page.
For
Schedule
Scope of work
Subtotal$0.00
$0.00
Total$0.00
Not included
Terms
Accepted by (customer)
Date
Send the estimate the same day you look at the job. Then ask once whether they have questions. If you missed their first call, our missed-call text templates help you get back to them fast.
When do you need a signed contract instead?
An estimate tells the customer what you expect the job to cost. A contract is what you both agree to. "Contract requirements vary by state," says the FTC, and it tells homeowners to ask for a written one even where it isn't required. It should include the contractor's name, address, phone and license number, the start and completion dates, and "any promises made during conversations or calls."
If a customer signs in their own home, the FTC's Cooling-Off Rule can give them three business days to cancel, and you have to tell them about that right in writing. The rule has exceptions, including when the customer asked you to come out to repair or maintain their property, and for emergencies. The FTC's Cooling-Off Rule page has the full list. Some states add their own rules.
Should you ask for a deposit?
Many pros do, for materials or big jobs. Check your state first. The FTC notes that "some states actually limit the amount of money a contractor can ask for as a down payment." Your state or local consumer protection office can tell you the rule where you work. Whatever you charge, put the deposit and when the balance is due on the estimate.
This template and guide are for general information, not legal advice. Estimate and contract rules vary by state and trade. Check your state's licensing board or consumer protection office for what applies to you.
Questions trade pros ask
Is an estimate the same as a quote?
People use the words differently. Many pros use "estimate" for a best guess that can change and "quote" for a fixed price. Whichever you mean, say it on the page, along with how long the price is good for.
Is an estimate a contract?
Not on its own. Contract requirements vary by state. The FTC tells homeowners to ask for a written contract even where it isn't required, with the contractor's name, address, phone and license number, start and finish dates, and everything promised. Check your state's rules.
How much deposit can I ask for?
It depends on your state. The FTC notes that some states limit how much a contractor can ask for up front. Check with your state or local consumer protection office before you set a deposit.
Can I save the estimate as a PDF on my phone?
Yes. Tap Print or save as PDF, then choose Save as PDF (Android) or use the share button in the print preview (iPhone). Then text or email the file to your customer.
Sources
- How To Avoid a Home Improvement Scam (FTC Consumer Advice, July 2022) What a written estimate and contract should include; deposit limits vary by state. Checked Oct 17, 2026.
- Buyer's Remorse: The FTC's Cooling-Off Rule May Help (FTC Consumer Advice) Three-day right to cancel for some sales made in the customer's home, and its exceptions. Checked Oct 17, 2026.