Getting Quotes Right — How to Compare and Negotiate with Tradespeople

A quote is a firm price for a defined scope of work. Once accepted, the trader cannot increase the price without your agreement to a variation. An estimate is a rough calculation of what the work might cost — it is not binding. If you accept an estimate and the work costs significantly more, you may have limited recourse unless the increase was unreasonable. Always clarify which you are receiving: "Is this a fixed quote or an estimate?" For any significant work, insist on a fixed written quote. If a trader will only offer an estimate, ask what conditions could cause the price to change and by what maximum amount.

For work under approximately £2,000, two quotes are adequate. For work between £2,000 and £15,000, get three quotes. For larger projects, get three to five quotes and consider engaging an architect or project manager to help write the specification and evaluate responses. The quality of the firms you approach matters as much as the number — three quotes from inadequate traders does not help you. Use trade body directories, platform recommendations, and personal referrals to build your shortlist. Only approach tradespeople you have reason to believe are qualified and reputable.

The same brief must go to every contractor. An unspecific brief produces incomparable quotes — one firm includes something another excludes, and you cannot compare them fairly. A good brief for building work specifies: exact scope (what rooms, what elements, what areas); materials (by type, if not by brand); quality expectations (standard or premium); access and working arrangements; timeline requirements; and any specific constraints (listed building, noisy neighbour, young children at home). For complex projects, the brief should include a drawing. The more specific the brief, the more useful the quotes you receive.

A quote should specify: the exact scope of work (what is included and specifically what is excluded); materials to be used (brand and grade where relevant); number of coats, layers, or phases; preparation work; making good after the work is done; waste removal; access arrangements; VAT (included or excluded — be clear); payment terms; timeline; and the guarantee offered on workmanship. A quote that says "kitchen installation — £8,500" without specifying any of these elements is not a useful quote. Ask for clarification before accepting.

Once you have three quotes, create a comparison sheet. For each quote: what exactly is included; what is excluded; what materials are specified; what is the timeline; what is the guarantee; what are the payment terms. You will almost always find that the cheapest quote has excluded something the others include — waste removal, making good, a coat of paint, or a more expensive material. Add the excluded items back in at the standard market rate, and the price difference often narrows significantly. The question is then: why is one contractor still cheaper? Is it because they are more efficient, or because something else is different — experience, quality, insurance?

It is entirely appropriate to: ask whether there is any flexibility on price if you are prepared to defer to a quieter period; ask whether the total cost would be different if you supply certain materials yourself; ask what the consequences would be of phasing the work to reduce immediate outlay. It is counterproductive to: squeeze margins below what is required to do the job properly (a contractor who cannot make reasonable profit cuts corners or resents the job); ask for price reductions without any basis or concession; create a competitive auction that reduces all contractors to their lowest price. A trader who reduces their price by 20% without any change in scope has either padded their original quote or is now unable to deliver what they quoted for.

Accepting a quote creates a legally binding contract. Do this in writing — reply to the email with the quote attached, stating clearly "I accept this quote and authorise you to proceed." Keep a copy. If the trader uses a contract document (as they should for any significant work), read it before signing. Check that the contract reflects what the quote says — scope, price, timeline, payment terms, and guarantee. Any discrepancy between the quote and the contract should be resolved before signing.