Getting quotes from tradespeople: what to send, how many, and how to compare
The quality of the quotes you get depends mostly on the quality of the request you send. A vague message such as "need a new bathroom, how much?" produces vague prices that cannot be compared. A clear request with photos, measurements and a list of what you want produces quotes you can line up side by side. This guide covers what to send, how many quotes to get, and how to compare them properly.
What to put in a quote request
Write the request once and send the same version to everyone. That way any difference in price comes from the contractor, not from what you told them.
- Scope. Describe what you want done in plain words, room by room or item by item. Say what is in and what is out, for example "replace the bath and tiles, keep the existing toilet".
- Photos. Take wide shots that show the whole area and close-ups of any damage, pipework, wiring, roof edges or problem spots. Photos of access, such as the driveway, stairs or a narrow side passage, help too.
- Measurements. Rough room dimensions, wall lengths or areas save a site visit for small jobs and help for big ones.
- Access and parking. Mention stairs, lifts, parking restrictions, shared entrances, pets, and whether someone will be home.
- Timing. Say when you would like the work to start, any dates that are fixed, and whether the job is urgent.
- Materials and finish. Name specific products if you have chosen them, or describe the level you want, such as basic, mid-range or high-end.
- Who supplies what. State clearly whether you will buy the tiles, fittings, appliances or paint, or whether the contractor should include them.
- Permits and sign-off. Ask the contractor to say whether the job needs a permit, Building Regulations approval or a certificate, and whether they will handle it.
- Waste and clean-up. Ask whether removal of old materials, skip or dumpster hire and final clean are included.
Ask for the quote to be itemised. A single total is hard to compare, and it hides what is and is not included.
How many quotes to get
For most jobs, three is the usual working number. One quote gives you nothing to compare with. Two can leave you unsure which one is the outlier. Three usually shows a pattern: if two are close and one is far away, you know where to ask questions.
For small, routine jobs, chasing several quotes can cost more of your time than it saves. For large projects, such as an extension, a re-roof or a full kitchen, getting more than three can be worth it, especially if the prices come back far apart.
Be fair to the people quoting. Tell them you are getting other quotes, do not ask for detailed design work you have no intention of paying for, and let the unsuccessful ones know your decision.
Quote vs estimate
The words are often used loosely, so ask the contractor what they mean.
- A quote is usually a fixed price for a defined scope. If the scope does not change, the price should not either.
- An estimate is a best guess. The final bill can be higher or lower, depending on what is found once work starts.
- Day rate or time and materials means you pay for hours worked plus materials. This is common where the extent of the work is hard to know in advance, such as tracing a leak or repairing old structures.
If you receive an estimate, ask how it could change and what would trigger a change. Ask to be told in writing, before the extra work is done, if costs are going to go above the estimate. On larger jobs, a fixed quote with a clear process for agreed changes protects you best.
How to compare quotes line by line
Put the quotes into a simple table, with a row for each part of the job and a column for each contractor. This makes gaps obvious.
| Item | What to check |
|---|---|
| Scope | Does each quote cover every item in your request? Is anything left out or added? |
| Materials | Are brands, models, grades or quantities named? Is one quote using cheaper materials? |
| Labour | Is labour priced separately? How many people and how many days? |
| Preparation | Stripping out, protecting floors, removing old fittings, making good afterwards. |
| Waste | Skip or dumpster, disposal of old materials, final clean. |
| Permits and certificates | Permit fees, Building Control, gas or electrical certificates, inspections. |
| Access | Scaffolding, ladders, equipment hire, parking permits. |
| Exclusions | What the quote says it does not cover. Read this part carefully. |
| Contingency | How unforeseen problems will be handled and priced. |
| Tax | Whether VAT, GST or sales tax is included. |
| Timing | Start date, expected duration, what happens if it overruns. |
| Payment terms | Deposit, stage payments, final payment. |
| Guarantee | Length and terms of any workmanship guarantee, and any manufacturer warranties. |
Once the table is filled in, the cheapest total is often no longer the cheapest. A low quote that leaves out waste removal, permits and making good can end up costing more than a higher one that includes them.
When quotes come back far apart
A wide spread is common, and it usually means the contractors understood the job differently. Before choosing, go back to each one with specific questions.
- "Your quote does not mention removing the old units. Is that included?"
- "Which product are you using for the flooring?"
- "The other quotes include scaffolding. How are you planning access?"
A very low quote can mean a mistake, a contractor who needs the work, or one who plans to make up the difference with extras. A very high one can mean they do not want the job, or they have spotted something the others missed. Ask, and the answers will usually tell you which. Our list of contractor red flags covers the signs that a price is too good to be true.
Price is not the only thing
Once you have comparable quotes, weigh them against how each contractor came across. Did they turn up when they said they would? Did they ask sensible questions? Did they explain their price clearly? Have you checked their licence, insurance and references, as described in how to vet a builder? A contractor who is slightly more expensive but clear, responsive and properly insured is often the better choice.
Before you accept
- Ask for any changes you agreed to be added to the written quote
- Confirm start date, duration and payment schedule in writing
- Confirm how changes and extras will be priced and approved
- Check how long the quote is valid for
- Keep copies of all quotes, even the ones you turned down