Quote and Estimate Acceptance Form

For small trades and service businesses: landscapers, painters, plumbers, handymen, cleaners. Fill in the job and the price, send one link, and the customer accepts and signs from their phone.

A short agreement in which a customer accepts a business’s quote or estimate for a job. It records the work, the price and whether it is fixed or an estimate, any deposit, when payment is due, the start date, how extra work is approved, cancellation and a basic workmanship warranty.

Sign in to use this template · Set the few terms only you can, reword anything, and send it to be filled in and signed. The people you send to never need an account.

What it covers

When to use it

What it does not do

Signing, witnesses and delivery

The agreement

Quote / Estimate Acceptance

This Quote / Estimate Acceptance (the "Agreement") is made between [Your business name] (the "Business") and [Customer full name] (the "Customer"). By signing it, the Customer accepts the Business’s quote or estimate dated [Date of the quote or estimate] (the "Quote") for the work described below, on the terms of this Agreement. The Quote is part of this Agreement; if the two differ, this Agreement controls. The Quote is open for acceptance for [Quote open for acceptance (days)] days from its date.

1. The Work

The Business shall perform the following work at [Address where the work is done] (the "Property"): [The work] (the "Work"). The Business shall supply the labor, tools and materials the Work needs unless the Quote says the Customer supplies them, shall do the Work in a careful and workmanlike way and in line with applicable codes, and shall leave the work area reasonably clean. Anything not described in the Work or the Quote is not included.

2. Price

The Customer shall pay [Price] for the Work (the "Price"). The Price is: [The price is].

If the Price is a fixed price, it will not change unless the Customer approves extra work under Section 5. If the Price is an estimate, the final amount may be higher or lower depending on the work actually needed, but the Business shall not charge more than ten percent (10%) above the Price without the Customer’s approval in writing before the extra cost is incurred. If the Price is time and materials, the Business shall charge the labor rates and material prices stated in the Quote, treat the Price as a good-faith estimate of the total, and tell the Customer before the total goes more than ten percent (10%) above it. Sales tax is added where the law requires it.

3. Deposit and Payment

A deposit of [Deposit due on acceptance] is due when the Customer signs, and is credited against the Price. The balance is due as follows: [When the balance is due]. The Business shall give the Customer an invoice showing what is owed. Amounts not paid within fifteen (15) days after they are due accrue interest at one percent (1%) per month or the highest rate the law allows, whichever is less, and the Business may stop work on notice while an amount is overdue.

4. Schedule

The Business plans to start the Work on or about [Planned start date] and shall tell the Customer if that date changes. Dates move for weather, ground conditions, the availability of materials, the Customer’s requests or access to the Property, and other causes outside the Business’s reasonable control, and either Party may suggest a new date in writing, which may be by text or email. The Business shall work steadily once it starts and finish within a reasonable time.

5. Changes and Extra Work

Any change to the Work, including extra work the Customer asks for and work needed because of conditions that could not reasonably be seen when the Quote was given, must be approved by the Customer before it is done, with its price or the way it will be priced. Approval may be by text message or email. The Business is not entitled to be paid for extra work that was not approved this way, and the Customer may not require extra work without agreeing to pay for it. If a hidden condition makes it unsafe to go on, the Business may stop that part of the Work and tell the Customer straight away.

6. The Customer’s Part

The Customer shall give the Business access to the Property at the agreed times, with water and electricity where the Work needs them; keep children and pets away from the work area; tell the Business about any hidden hazards, underground lines, sprinkler pipes or other things that could be damaged and that the Business could not reasonably see; and confirm that the Customer owns the Property or has the owner’s permission for the Work. Where the Work involves digging, the Business shall request a utility locate where the law requires one.

7. Cancellation

The Customer may cancel this Agreement by written notice, which may be by text or email, at any time before the Work starts. The Business shall then refund any deposit within ten (10) days, less the cost of materials it ordered specially for the Work that it cannot return, which it shall deliver to the Customer on request. After the Work starts, either Party may end this Agreement by written notice if the other does not fix a serious breach within seven (7) days after being told about it, and the Customer shall pay for the Work properly done up to that point.

If the law gives the Customer a right to cancel this Agreement within a set time, for example because it was signed at the Customer’s home, the Customer keeps that right, and the Business shall not start the Work before that time has passed unless the law allows it.

8. Warranty and Damage

The Business warrants that the Work will be free from defects in workmanship for [Workmanship warranty (days)] days after it is finished and shall fix, at no charge, any such defect the Customer reports in writing within that time. This warranty does not cover normal wear, damage caused by the Customer or others, weather events, or the Customer not following care instructions the Business gave in writing, and it is in addition to any warranty the law gives that cannot be excluded. Any manufacturer’s warranty on materials passes to the Customer. The Business is responsible for damage to the Property caused by its own negligence, but not for damage to things that were hidden and that the Customer did not point out. The Business represents that it holds any licence or registration the law requires for the Work.

9. General

This Agreement is governed by the laws of the State of [Governing law (state)]. This Agreement and the Quote are the whole agreement about the Work and replace earlier discussions about it. A change must be in writing, which may be by text or email from both Parties. If any part of this Agreement cannot be enforced, the rest still applies. The Business is an independent business and not the Customer’s employee.

This Agreement may be signed electronically and in counterparts, and the electronic execution record, timestamps and document fingerprints kept by the signing platform are evidence of its execution. Each person signing confirms they may sign for the Party they sign for.

Signatures

Business · Customer

Quote / Estimate Acceptance FAQ

What is the difference between a quote and an estimate?

In everyday use, a quote is a fixed price for a defined job and an estimate is your best guess, which can change once the work starts. This form makes you pick one, so there is no argument later: a fixed price, an estimate that cannot go more than 10% over without the customer’s approval, or time and materials at the rates in your quote.

Do I need a signed acceptance, or is a text saying yes enough?

A text or email can form a contract, but it rarely says what was agreed about the deposit, extra work or cancellation, and it is easy to dispute later. A signed acceptance puts the price, the scope and those terms in one place, with a record of who signed and when, which is what you want if a customer later says the price was different.

Can the customer sign on their phone?

Yes. They open the link from their email, confirm a code, and sign in the browser on any phone. They do not need an account or an app, and they get a copy of the signed agreement by email.

Does the customer have a right to cancel?

Under this form the customer can cancel before work starts, and you keep only what you spent on special-order materials. Separately, federal and state law can give a homeowner three business days to cancel some contracts signed at their home. The form says that right applies where the law gives it, and that you will not start before it ends.

How should I handle extra work the customer asks for on the day?

Tell them the price before you do it and get a yes in writing, which can be a text or email. The form says extra work is only paid for when it was approved that way, which protects you from a disputed bill and protects the customer from surprises.

Is this the right form for a large remodel?

No. Large jobs on a home usually need progress payments, permits, a mechanics lien notice and state-required wording. Use the Home Improvement Contract for those, and keep this form for smaller jobs where the quote itself does most of the work.

Related templates

This template is general information, not legal advice. Laws differ by state; review anything important with a lawyer.

Quote / estimate acceptance