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What to Include in a Contractor Estimate (Template)

Learn what every contractor estimate needs to include. Plus get a free template you can use for roofing, HVAC, plumbing, and other trades.

By the BuildFolio Team March 1, 2026 ~1,900

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A estimate is more than a price. It’s your pitch, your promise, and your protection—all in one document.

Get it right, and you close more jobs and have fewer disputes. Get it wrong, and you’re leaving money on the table or setting yourself up for problems.

Here’s exactly what to include in every contractor estimate.

Estimate vs. Quote vs. Estimate: What’s the Difference?

Estimate: A rough ballpark. “Probably around $10,000-12,000.” Not binding. Quote: A specific price for defined work. “$11,300 for roof replacement.” Usually binding for a period (30 days). Estimate: A comprehensive document that includes the quote plus scope of work, timeline, terms, and conditions. The full package.

For most contractor work, you want to send estimates—not just quotes. They look more professional, protect you legally, and give customers the information they need to say yes.

The Complete Estimate Template

Section 1: Header / Cover

Include:
  • Your company logo (top, prominent)
  • Company name
  • Address, phone, email, website
  • License number
  • “ESTIMATE” title
  • Date
  • Estimate number
Why: First impressions matter. A professional header signals a professional business.

Section 2: Customer Information

Include:
  • Customer name
  • Service address (where work happens)
  • Billing address (if different)
  • Phone and email
  • Reference to how they contacted you (optional)
Example:
Prepared For:
John & Mary Smith
456 Oak Lane
Austin, TX 78704
(512) 555-7890 | john.smith@email.com

Job Location: Same as above

Section 3: Scope of Work

This is the most important section. Be specific.

Include:
  • Detailed description of work to be performed
  • Materials to be used (brand, model, color if applicable)
  • What IS included
  • What is NOT included (critical for avoiding disputes)
Good Example:
SCOPE OF WORK:

ABC Roofing will provide complete roof replacement services including:

• Remove and dispose of existing 3-tab asphalt shingles from
approximately 28 squares of roof area
• Inspect roof decking; replace damaged sections as needed
(up to 2 sheets included; additional at $75/sheet)
• Install GAF FeltBuster synthetic underlayment
• Install GAF Timberline HDZ architectural shingles in Charcoal
• Install new aluminum drip edge on all eaves and rakes
• Install new step flashing at all wall intersections
• Install new pipe boots on all plumbing vents (4 total)
• Install continuous ridge vent (45 linear feet)
• Clean up all debris daily; final magnetic sweep of yard and driveway
• Haul away and dispose of all materials at licensed facility

NOT INCLUDED:
• Gutter replacement or repair
• Interior repairs (ceiling, attic)
• Structural repairs beyond decking replacement
• Permits (homeowner responsibility unless otherwise noted)
• Skylight replacement
Why detail matters: Vague scope = arguments later. “You said you’d replace the gutters!” “No, it clearly says NOT INCLUDED.”

Section 4: Pricing Options (Good/Better/Best)

Offering tiers increases your average ticket size. People like to choose.

Example:
PRICING OPTIONS:

OPTION 1: STANDARD – $9,800
• 3-tab shingles (25-year warranty)
• Standard felt underlayment
• 2-year workmanship warranty

OPTION 2: ENHANCED – $11,300 [RECOMMENDED]
• GAF Timberline HDZ architectural shingles (lifetime warranty)
• Synthetic underlayment
• 5-year workmanship warranty
• Ridge vent upgrade

OPTION 3: PREMIUM – $14,200
• GAF Timberline Ultra HD designer shingles
• Premium synthetic underlayment
• GAF Golden Pledge warranty (50-year)
• 10-year workmanship warranty
• Ice & water shield in valleys

All options include full tear-off, new flashing, and debris removal.
Why it works: The middle option looks like a great value. Many customers choose it. Some upgrade to premium. Few choose the cheapest.

Section 5: Timeline

Include:
  • Estimated start date or timeframe
  • Project duration
  • Scheduling notes (weather dependent, etc.)
Example:
TIMELINE:

• Estimated Start: Within 2 weeks of signed contract and deposit
• Duration: 1-2 days (weather permitting)
• We will contact you 48 hours before arrival to confirm

Note: Scheduling is weather-dependent. We do not install roofing
in rain or high winds for quality and safety reasons.

Section 6: Payment Terms

Include:
  • Total price (or price per option)
  • Deposit amount and when due
  • Progress payments (if applicable)
  • Final payment terms
  • Accepted payment methods
  • Financing options (if available)
Example:
PAYMENT TERMS:

Deposit: $2,500 due at contract signing
Progress: N/A (project under 3 days)
Final Payment: Balance due upon completion

Accepted Methods:
• Check (payable to ABC Roofing LLC)
• Credit Card (3% processing fee applies)
• Financing available through Fiona (ask for details)

Payment Link: [CLICK HERE TO PAY]

Section 7: Warranty Information

Include:
  • Materials warranty (from manufacturer)
  • Workmanship warranty (from you)
  • What’s covered, what’s not
  • How to file a claim
Example:
WARRANTY:

Materials: GAF Limited Lifetime Warranty on shingles
(see manufacturer documentation for details)

Workmanship: ABC Roofing provides a 5-year warranty on all labor.
This covers defects in installation including leaks
caused by improper technique. Does not cover damage
from storms, falling trees, or other acts of nature.

To file a warranty claim: Call (512) 555-0123 or email
warranty@abcroofing.com. We will schedule an inspection
within 5 business days.

Section 8: Terms and Conditions

Include:
  • Estimate validity period (usually 30 days)
  • Change order policy
  • Cancellation terms
  • Permit responsibilities
  • Access requirements
  • Liability/insurance statement
Example:
TERMS AND CONDITIONS:

1. Estimate valid for 30 days from date above.

2. Changes to scope require written change order signed by
both parties. Additional charges may apply.

3. Customer may cancel within 3 business days of signing for
full refund of deposit. After work begins, cancellation
subject to payment for work completed plus materials ordered.

4. Permits: [CONTRACTOR/HOMEOWNER] responsible for obtaining
required permits. Permit fees not included unless noted.

5. Access: Customer will provide clear access to work area
including driveway space for materials and debris container.

6. Insurance: ABC Roofing maintains general liability insurance
($1M per occurrence) and workers’ compensation coverage.
Certificates available upon request.

7. Disputes: Any disputes will be resolved through mediation
before legal action. Venue: Travis County, Texas.

Section 9: Signature Block

Include:
  • Space for customer signature
  • Printed name
  • Date
  • Which option they’re selecting (if multiple)
  • Your signature (pre-signed or line for it)
Example:
ACCEPTANCE:

By signing below, I agree to the scope of work, terms, and
pricing outlined in this estimate.

Option Selected (circle one): STANDARD / ENHANCED / PREMIUM

Customer Signature: _______________________ Date: ________

Printed Name: _______________________

Contractor Signature: _______________________ Date: ________

E-Signature vs. Paper

E-signature benefits:
  • Faster turnaround (customer signs immediately)
  • No printing, scanning, mailing
  • Legally binding (ESIGN Act)
  • Track when they viewed and signed
  • Looks modern and professional
Paper benefits:
  • Some customers prefer it
  • No technology barriers
  • Physical record
Recommendation: Default to e-signature. Offer paper for customers who request it.

Common Estimate Mistakes

  1. Too vague on scope. If it’s not written, it’s not included. Be specific.
  2. No exclusions. Always list what’s NOT included. Prevents assumptions.
  3. Missing payment terms. When is payment due? How can they pay?
  4. No expiration date. Material prices change. Protect yourself.
  5. One price only. Offer options. Let them choose.
  6. Ugly formatting. A cluttered estimate looks amateur. Clean it up.
  7. No signature block. A estimate without a signature is just information.

Speed Matters

All of this sounds like a lot of work. It doesn’t have to be.

With the right tools:

  • Templates auto-fill customer info
  • Line items pull from your price book
  • PDFs generate in one click
  • E-signature is built in
  • Customer can sign from their phone in 30 seconds

BuildFolio does all of this. Upload photos, AI suggests line items, you review and send. Professional estimate in 5 minutes.

Try It Free — Generate estimates that close jobs.

The Bottom Line

Your estimate is your sales pitch in document form. It should:

  • Look professional (you’re asking for thousands of dollars)
  • Be clear on scope (what you will and won’t do)
  • Offer options (give them choices)
  • Protect you legally (terms and conditions)
  • Make it easy to say yes (clear pricing, easy signature)

Invest time in a great estimate template. Use it on every job. Update it as you learn what works.

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