Free Estimate Template

By the Estimate Templates editorial team · Last updated October 13, 2026 · Formulas checked against worked examples

What to include in an estimate template

A good estimate template answers the customer's three questions before they ask: what exactly am I getting, what will it cost, and what happens next. Every free estimate template on this site includes these parts:

1. Your business details: name, address, phone, email and your license number if your state requires it on bids.
2. The customer and job site: who the estimate is for and where the work happens.
3. Estimate number and date, so you can match it to the invoice later.
4. A valid-until date, because material prices change.
5. Scope of work in plain language.
6. Itemized lines: description, quantity, unit, rate and amount, with labor and materials shown separately.
7. Optional items listed apart from the total, so the customer can choose upgrades.
8. Subtotal, discount, tax, total and deposit.
9. Exclusions and terms: what isn't included, payment schedule and how changes are handled.
10. An acceptance block with signature, printed name and date.

How to write an estimate (6 steps)

1. Pick your trade. Choose a trade template (roofing, painting, HVAC, cleaning and more) to load typical line items, a scope of work and standard terms, or start from the general estimate.
2. Add your business and the customer. Enter your business name, contact details and license number, then the customer's name, address and the job site.
3. Describe the scope of work. Say in plain words what you will do, where, with which materials, and what the finished result looks like. List what isn't included under Exclusions.
4. Price each line. Enter a quantity, unit (hours, sq ft, each) and rate for every line of labor and material. Mark add-ons as optional so they show separately and don't inflate the total.
5. Set tax, deposit and validity. Add the sales tax rate if it applies, the deposit you need on acceptance, and how long the price is valid (30 days is typical).
6. Download or send for signature. Download the estimate as a PDF to email, or as Excel or Word to keep editing. With Estimate Pro, send a link the customer can sign on their phone.

Worked example: a contractor estimate

The sample estimate is for removing a kitchen wall: demolition $1,200, 24 hours of framing at $75 ($1,800), 380 sq ft of drywall at $3.10 ($1,178), materials $980 and permit fees $350. That gives an estimate total of $5,508.00. With a 10% deposit, the customer pays $550.80 on acceptance. Painting the repaired walls is listed as an optional item at $650, so the customer sees the choice without it inflating the headline price.

Estimate vs quote vs bid vs invoice

Once the customer accepts, the estimate becomes the basis of your invoice. Our sister site Excel Invoice Maker has matching invoice templates, and Estimate Pro converts an accepted estimate into an invoice in one click.

Pricing your estimate: markup, contingency and deposits

• Markup is not margin. Marking up $1,000 of cost by 25% gives $1,250, which is a 20% margin. For a 25% margin, divide cost by 0.75 ($1,333).
• Show contingency openly on remodels (5% to 10%) instead of padding every line.
• Use unit prices for unknowns, such as a price per sheet of roof decking, so hidden damage doesn't become an argument.
• Check deposit limits. Some states cap deposits on home improvement work; California's limit is $1,000 or 10% of the contract price, whichever is less.

Common estimate mistakes

• A vague scope like "bathroom remodel". Spell out what's included and what isn't.
• No expiry date, so a customer comes back six months later expecting last season's price.
• One lump sum with no breakdown. Customers trust itemized estimates more and compare them more fairly.
• Sending an editable file. Send a PDF (or an accept link) and keep the Excel or Word file for yourself.
• No signature. A signed estimate settles "I never agreed to that" before it starts.

These templates are general business documents, not legal advice. Licensing, contract and deposit rules vary by state; check what applies to your trade.