What Should I Look For in a Quote?
Find out more about the process of quoting for a job with some expert help from three professionals
Whether it’s building work, architectural services or a garden redesign, a clear and detailed quote is essential from the start to avoid confusion, nasty surprises and costly mistakes. But what should be included in a quote? How should it be laid out? And are there any quote red flags to watch out for? To help you understand this crucial process, we asked three experts for their insights.
Professional advice from: John Crowley of Anthro Architecture; Simon Orchard of Simon Orchard Garden Design; David Abimbola of Build Team
Professional advice from: John Crowley of Anthro Architecture; Simon Orchard of Simon Orchard Garden Design; David Abimbola of Build Team
2. Contingency
There should always be a contingency costing on the quote, too. “It’s often not included by the builder in the initial price,” John says, “but it’s critical on any residential property project. So many variables can happen.”
A solid contingency helps reduce financial stress. “10% of the build cost is fair,” John says, “depending on the condition of the building, the kind of building, and how detailed a survey you’ve had done, which determines how well you know what you’re dealing with.”
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There should always be a contingency costing on the quote, too. “It’s often not included by the builder in the initial price,” John says, “but it’s critical on any residential property project. So many variables can happen.”
A solid contingency helps reduce financial stress. “10% of the build cost is fair,” John says, “depending on the condition of the building, the kind of building, and how detailed a survey you’ve had done, which determines how well you know what you’re dealing with.”
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3. A design fee breakdown
A detailed quote from a builder should clearly list what the design fee includes, and it should make you aware of any additional services not included that may be needed. It should include an in-person measured survey and design drawings, too.
“Also [expect] submission of the scheme to the council to gain planning approval and production of all the structural engineering calculations and build regulation pack for building control approval,” David Abimbola says. “The payment plan should also be clearly presented on the quotation.”
A detailed quote from a builder should clearly list what the design fee includes, and it should make you aware of any additional services not included that may be needed. It should include an in-person measured survey and design drawings, too.
“Also [expect] submission of the scheme to the council to gain planning approval and production of all the structural engineering calculations and build regulation pack for building control approval,” David Abimbola says. “The payment plan should also be clearly presented on the quotation.”
How is a quote for garden design different to one for building and architectural work?
Broadly, it should be very similar. Work done outside is no less expensive than work done inside, Simon Orchard stresses. “It doesn’t matter on which side of those bifold doors it’s happening, you still have blokes lugging stuff about and that costs,” he says. “You might spend £20,000 doing a 3m x 4m kitchen in your house. Scale that up to a big garden and, in the blink of an eye, costs have gone way north of £50,000.”
A quote from a garden designer should also be as detailed as one from a professional working inside your home. Complete transparency is key, Simon adds. “If I put myself in the client’s shoes, I’d want to know what I’m getting for my money, what are the extra costs, what’s not included and what is,” he says. “If I kept getting invoices that I wasn’t expecting, that would really put my back up.”
One notable difference is that garden design generally progresses through about five stages, and you can expect a quote that reflects this, with bills along the way as each stage is accomplished.
Broadly, it should be very similar. Work done outside is no less expensive than work done inside, Simon Orchard stresses. “It doesn’t matter on which side of those bifold doors it’s happening, you still have blokes lugging stuff about and that costs,” he says. “You might spend £20,000 doing a 3m x 4m kitchen in your house. Scale that up to a big garden and, in the blink of an eye, costs have gone way north of £50,000.”
A quote from a garden designer should also be as detailed as one from a professional working inside your home. Complete transparency is key, Simon adds. “If I put myself in the client’s shoes, I’d want to know what I’m getting for my money, what are the extra costs, what’s not included and what is,” he says. “If I kept getting invoices that I wasn’t expecting, that would really put my back up.”
One notable difference is that garden design generally progresses through about five stages, and you can expect a quote that reflects this, with bills along the way as each stage is accomplished.
What stages should be included on a garden design estimate?
These are the stages as defined by the Society of Garden Designers:
The designer should also make the client aware of when they will be invoiced. Often, the designer will not start the next stage until the bill for the previous one has been paid.
Once they’ve completed the design work, some garden designers may also ask clients to pre-approve a number of hours of their time. “I do this so I don’t have to keep going back to the client and asking if I can spend a bit more doing this or that,” Simon says. “I keep a time sheet. If I take less time, I bill for less.”
Is there a deposit to pay? “No,” he says. “I’m not buying materials; it’s payment on results for me.”
These are the stages as defined by the Society of Garden Designers:
- Taking the full brief and doing a survey of the site.
- Drawing up the master plan, which is a fully scaled bird’s eye view of the space.
- Creating detailed construction drawings and specifications, enabling the landscape contractors to provide a quote for the build and create the garden accurately with the chosen materials.
- Doing the planting plan.
- Project-managing the work.
The designer should also make the client aware of when they will be invoiced. Often, the designer will not start the next stage until the bill for the previous one has been paid.
Once they’ve completed the design work, some garden designers may also ask clients to pre-approve a number of hours of their time. “I do this so I don’t have to keep going back to the client and asking if I can spend a bit more doing this or that,” Simon says. “I keep a time sheet. If I take less time, I bill for less.”
Is there a deposit to pay? “No,” he says. “I’m not buying materials; it’s payment on results for me.”
What else should be included in a garden design quote?
“The designer should state how many amends they’re prepared to make on the master plan,” Simon says. “How many changes can the client come back with? Is it unlimited until the client is happy, or the first hour of work is free then the rest is chargeable?”
A really good brief that client and designer have signed off on can help avoid costly changes. “Then you can compare the master plan concept to it, asking the question did the designer answer the brief? If they didn’t, then they need to add amends.”
Conversely, if the changes the client wants are dramatically different to the brief, the designer can charge for the additional work. “If they suddenly come back and want a swimming pool where they’d asked you to put something else, that will take me x amount of time to make that amend,” Simon says. “So it’s important to have in writing what the cost will be for any out-of-scope changes.”
“The designer should state how many amends they’re prepared to make on the master plan,” Simon says. “How many changes can the client come back with? Is it unlimited until the client is happy, or the first hour of work is free then the rest is chargeable?”
A really good brief that client and designer have signed off on can help avoid costly changes. “Then you can compare the master plan concept to it, asking the question did the designer answer the brief? If they didn’t, then they need to add amends.”
Conversely, if the changes the client wants are dramatically different to the brief, the designer can charge for the additional work. “If they suddenly come back and want a swimming pool where they’d asked you to put something else, that will take me x amount of time to make that amend,” Simon says. “So it’s important to have in writing what the cost will be for any out-of-scope changes.”
What might get left off a quote?
Some quotes do not include everything needed for works to commence. On a quote for a building project, assess whether things such as the cost of the structural engineering and build regulation pack, the Party Wall Award, and a CCTV survey of drainage are included, if needed. “Check if you need to make an allowance for VAT, too,” David says.
More: How to Start a Garden Redesign
Some quotes do not include everything needed for works to commence. On a quote for a building project, assess whether things such as the cost of the structural engineering and build regulation pack, the Party Wall Award, and a CCTV survey of drainage are included, if needed. “Check if you need to make an allowance for VAT, too,” David says.
More: How to Start a Garden Redesign
How long does the quote stage take?
The time it takes varies, but for bigger building projects that may also involve an architect, setting aside months rather than weeks is prudent. “Beware of a quote in five minutes,” John says. “It should be a dialogue. It should take time to work everything out and prepare all the fees. It might feel tedious, it might feel like overkill, but it’s the one way that a build can be delivered on time, on budget and to the specifications.”
Investing the time before work begins also avoids costly mistakes further down the line. “On-site changes are always going to cost you more,” he adds.
The time it takes varies, but for bigger building projects that may also involve an architect, setting aside months rather than weeks is prudent. “Beware of a quote in five minutes,” John says. “It should be a dialogue. It should take time to work everything out and prepare all the fees. It might feel tedious, it might feel like overkill, but it’s the one way that a build can be delivered on time, on budget and to the specifications.”
Investing the time before work begins also avoids costly mistakes further down the line. “On-site changes are always going to cost you more,” he adds.
How should a quote be structured?
For architectural work, the method for quoting traditionally used by architects has been to charge a percentage of the build cost, typically around 10%. This gives you a good indication of the final fee, and many architects agree to a variance of up to 10% of the construction budget before adjusting the fee.
“The downside to this is that it doesn’t incentivise the architect to save money for the client,” John says.
The alternative is a resources-based fee, created in minute detail to begin with, which takes in all the resources required, from the architect’s time to materials. This is matched more closely to the services to be delivered than a simple percentage cut, and the value is explained with greater clarity.
“Creating this takes more time, but it’s more value for money,” John says. “You’re not paying the price of cost overruns due to insufficient detail in the design.”
For architectural work, the method for quoting traditionally used by architects has been to charge a percentage of the build cost, typically around 10%. This gives you a good indication of the final fee, and many architects agree to a variance of up to 10% of the construction budget before adjusting the fee.
“The downside to this is that it doesn’t incentivise the architect to save money for the client,” John says.
The alternative is a resources-based fee, created in minute detail to begin with, which takes in all the resources required, from the architect’s time to materials. This is matched more closely to the services to be delivered than a simple percentage cut, and the value is explained with greater clarity.
“Creating this takes more time, but it’s more value for money,” John says. “You’re not paying the price of cost overruns due to insufficient detail in the design.”
How should a quote be presented?
There are no hard and fast rules. Some, like Simon, may use a simple word document. Others, like John, may use a spreadsheet format.
David uses Houzz Pro’s estimate tool to quickly create a detailed quote, which clients can approve on their mobile devices and which, as a “live” document rather than a static PDF, has the benefit that it can also be updated as items are paid for during the project – information accessible by both client and professional.
There are no hard and fast rules. Some, like Simon, may use a simple word document. Others, like John, may use a spreadsheet format.
David uses Houzz Pro’s estimate tool to quickly create a detailed quote, which clients can approve on their mobile devices and which, as a “live” document rather than a static PDF, has the benefit that it can also be updated as items are paid for during the project – information accessible by both client and professional.
What can you do to help the quoting process go well?
1. Work with a professional
John recommends always working with an architect on any building project. “They can go over the information, analyse it and review the prices on your behalf. Architectural and building work is specialised and complex; it’s stuff you can’t be expected to know,” he says. “The cost of using an architect is minuscule in comparison to the cost if something goes wrong on the build.”
1. Work with a professional
John recommends always working with an architect on any building project. “They can go over the information, analyse it and review the prices on your behalf. Architectural and building work is specialised and complex; it’s stuff you can’t be expected to know,” he says. “The cost of using an architect is minuscule in comparison to the cost if something goes wrong on the build.”
2. Let your pro know your budget
When it comes to a quote for garden design, work out if you have the budget for the entire project in the first place. “The design fees are actually a small percentage of the overall cost,” Simon says. “The client can get preoccupied with how much I’m going to charge, but the real question is, do you have the money to build the garden I’m going to design?
“I have no vested interested in the build budget – that’s not coming into my pocket,” he continues, “but I don’t want a client to be disappointed if they only have £25,000 and the quote comes in at £50,000, which can easily happen.”
When it comes to a quote for garden design, work out if you have the budget for the entire project in the first place. “The design fees are actually a small percentage of the overall cost,” Simon says. “The client can get preoccupied with how much I’m going to charge, but the real question is, do you have the money to build the garden I’m going to design?
“I have no vested interested in the build budget – that’s not coming into my pocket,” he continues, “but I don’t want a client to be disappointed if they only have £25,000 and the quote comes in at £50,000, which can easily happen.”
Any red flags to watch out for?
Make sure the builder you’re considering working with offers both a quote and a timeframe for the work. “They may offer you a competitive quote but no timeframe,” John says. “Once you appoint a contractor, they should draw up a progress of works, and also an invoicing and pricing schedule, so you know what you’ll need to pay for when.”
David agrees. “It’s important the quotation provides an approximate timeline to complete the design and build process,” he says.
Watch out for builders requesting large deposits, which can happen particularly when the demand for builders is outstripping supply. “When there’s a building boom, they can ask for huge deposits up front, but that’s a red flag,” John says. “You should keep your boundaries. Usually, 10% of the total build cost is a reasonable deposit.”
Similarly, you should not pay anything until you’re happy with the quote. “The homeowner should confirm acceptance of the quotation before an invoice is raised,” David says.
And finally, John has this advice to help the quoting process and ensure work goes well. “Always put everything in writing, sign everything, and have a paper trail,” he says.
Tell us…
Do you have experience of drawing up a quote with a builder, architect or garden designer? Share your tips in the Comments.
Make sure the builder you’re considering working with offers both a quote and a timeframe for the work. “They may offer you a competitive quote but no timeframe,” John says. “Once you appoint a contractor, they should draw up a progress of works, and also an invoicing and pricing schedule, so you know what you’ll need to pay for when.”
David agrees. “It’s important the quotation provides an approximate timeline to complete the design and build process,” he says.
Watch out for builders requesting large deposits, which can happen particularly when the demand for builders is outstripping supply. “When there’s a building boom, they can ask for huge deposits up front, but that’s a red flag,” John says. “You should keep your boundaries. Usually, 10% of the total build cost is a reasonable deposit.”
Similarly, you should not pay anything until you’re happy with the quote. “The homeowner should confirm acceptance of the quotation before an invoice is raised,” David says.
And finally, John has this advice to help the quoting process and ensure work goes well. “Always put everything in writing, sign everything, and have a paper trail,” he says.
Tell us…
Do you have experience of drawing up a quote with a builder, architect or garden designer? Share your tips in the Comments.
1. Detail
All the experts agree that detail is crucial. “If a builder does a quote that says, ‘I agree to build as per drawings, including a bathroom and kitchen,’ that’s a recipe for disaster,” John Crowley says. “Detail, detail, detail. It’s essential.”
When John is working with building contractors, he doesn’t accept quotes from them unless every square metre is priced and measured. “It avoids conflict. Everybody has clarity and is on the same page,” he says.
Laying out a quote in meticulous detail also tells the architect whether the builder has understood the plans and drawings correctly and really engaged with them. It helps to expose any assumptions that have been made by the builder or client, too.
“The builder might quote to ‘plaster all walls’. The client reads that as all walls in the new extension and the rest of the ground floor, but the builder might only mean the extension,” John says. “A per square metre measurement with prices is helpful to quickly check that and avoid doubt.”