You win more work by being trusted, fast and clear than by being cheapest. Price is one of several decision drivers; communication speed, professionalism and a quote the client can actually understand matter just as much. A useful self-check: if you are winning far more than roughly a third of the jobs you quote, you may be priced too low. The goal is a clear written quote, sent fast, followed up properly, that holds its price.
What goes in a professional quote
A written quote builds trust before you start and protects you if a dispute arises later. Include:
- Your details and the client's: business name, contact, any licence or registration number, the site address and the client's name
- Scope of works: every stage spelled out. Anything not written into the quote is not your obligation
- Itemised pricing: labour and materials broken out, so the number is justified and there is no sticker shock
- One all-in price: the total a client will actually pay. Adding a mandatory call-out or fuel fee that was not in the advertised or quoted price is drip pricing, prohibited under the federal Competition Act. Only government taxes (GST, HST, PST or QST) go on top
- Inclusions and exclusions: list what is not included, such as removing old materials or painting after tiling. No surprises means fewer disputes
- Timeline: estimated start and finish, or a duration
- Payment terms: the deposit, any stage payments tied to milestones, and the final balance
- Validity: "valid for 30 days" protects you against material price changes and adds gentle urgency
Deposits
A modest deposit is normal to schedule materials and lock in the work. Ten to fifteen percent at signing is typical for residential renovation, and you should rarely need more than a small fraction up front. Keep deposits proportionate and always give a receipt. In Ontario, the Consumer Protection Act caps how far a final bill can exceed a written estimate (see below), which is one more reason to price the job properly rather than lowball it and claw the rest back later.
The Ontario 10 percent estimate rule
In Ontario, if your written estimate is part of a home renovation contract, the final price cannot exceed the estimate by more than 10 percent without the customer's written agreement to the change. This follows the Consumer Protection Act and was confirmed for direct residential construction contracts in Fifth Wall Corp. v. Tonelli (2023). The practical defence is simple: issue a signed change order before doing any work that is outside the original scope. Other provinces have their own consumer-protection rules, and Quebec contractors must also follow the Charter of the French Language advertising and contract-language requirements, so check your own province's regime.
Send fast, offer options
- Send within 24 to 48 hours of the site visit. A slow quote signals you are not keen.
- Offer two or three options, for example a standard and a premium version. Many clients pick the middle, and some go premium. Options give the client agency and lift your win rate.
- Communicate value, not just price. Explain why your materials, method or warranty are worth the number.
Follow up properly
Most quotes are lost to silence, not to price. Industry guidance suggests a large share of sales need several follow-up contacts, yet many trades give up after one. Treat that as a reason to be persistent, not as a hard statistic. A simple sequence:
- Day 0: send the quote with a warm covering note
- Day 1 to 2: a quick text to check it arrived and answer questions
- Day 4 to 5: a gentle check-in, mentioning your availability
- Day 7 to 10: a final nudge, perhaps a photo of a similar job you just finished
- Day 14 to 28: one last "still available if you want to go ahead"
Use text first (high open rates), then email, then a brief call. Never apologise for following up; frame each contact around being helpful.
Holding your price
When a client pushes back on price, do not immediately discount.
- Ask what is driving the concern. Often it is uncertainty, not the number.
- Remind them what is included: scope, quality, warranty, insurance and being a legitimate registered business.
- Offer to adjust the scope rather than cut the rate, to protect your margin.
- Do not negotiate against yourself by volunteering a discount before anyone has asked.
Common mistakes
- Quoting slowly. Whoever quotes clearly and first often wins.
- A vague scope. If it is not written down, expect to argue about it later.
- Giving up after one follow-up. The work is frequently in the second or third contact.
- Discounting on the spot. Trim scope, not your rate.
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