The freelance quote checklist: 15 things to include before you hit send

Before you write: three questions

Don't quote until you can answer these clearly:

1. What does "done" look like? A specific outcome, not a vague hope.
2. Who decides it's done? One named person with authority to approve.
3. What's the budget and deadline? Ask. If they won't say, you're quoting blind.

If you can't answer them, send questions first, not a price.

The checklist

The basics

1. Your details and theirs. Your business name, your own name if you're a sole trader, contact details, and the client's company name and contact.
2. A quote reference and date. Number every quote so you can refer to it later on invoices and change requests.
3. How long the price is valid. 30 days is common. Your availability and costs change.

The work

4. Scope, in plain English. List deliverables, not tasks: "a five-page website with contact form", "three 60-second edited videos in 9:16 and 16:9".
5. Exclusions. What's not included: copywriting, stock images, hosting, translations, extra formats. This single section prevents more disputes than any other.
6. Assumptions and client responsibilities. What you need from them and by when: content, logins, feedback, access. Say what happens to the timeline if it arrives late.
7. Revisions. How many rounds are included and what counts as a revision versus a new request.
8. Timeline and milestones. Start date, key dates and delivery, tied to the client's responsibilities.

The money

9. Price, broken down. A total, with the main parts itemised so the client can see what they're buying. If you're VAT registered, show VAT separately.
10. Options, if useful. Two or three packages can help clients choose on value rather than haggling on price.
11. Deposit. How much is due before you start and that it comes off the final invoice. Many freelancers ask for 25 to 50% on larger projects.
12. Payment terms. When each invoice is due and how to pay. Under UK law, if no payment date is agreed with a business client, payment is late 30 days after they get your invoice or you deliver, whichever is later.
13. Late payment. For business clients, you can claim statutory interest of 8% plus the Bank of England base rate, plus a fixed debt recovery sum, unless your contract sets a different rate. Mentioning this in your terms tends to speed things up.

Changes and endings

14. Change requests. How extra work is priced (day rate or a new quote) and that it's agreed in writing before you start.
15. Acceptance. How the client accepts: signing, replying "accepted" by email or paying the deposit. Say that acceptance means agreeing to your terms, and attach or link them.

A simple change request note

Quotes for consumers are different

If your client is an individual rather than a business, consumer law applies. If you agree the contract at a distance (online, by email or phone) or away from your premises, they usually have a 14-day right to cancel, and you must tell them. GOV.UK's guidance on invoicing and taking payment and on writing fair contracts covers the basics. The statutory late payment interest above applies to business clients only.

Common quoting mistakes

• Quoting from a one-line brief. Ask questions first.
• No exclusions. Anything not excluded can be argued to be included.
• Unlimited revisions. The quickest way to lose money on a fixed price.
• No deposit. Especially with new clients.
• Price in the email body only. Use a numbered document you can refer back to.
• Discounting before they ask. Offer a smaller scope instead of a lower price.

After you send it

Follow up once after three or four working days with a short, helpful note: "Happy to talk through any of it, or adjust the scope to fit your budget." If the quote is accepted, send the deposit invoice the same day and confirm the start date. When the job finishes, invoice promptly, quoting the reference number and any change requests.

The checklist above covers most freelance work. For larger projects, a proper contract with a statement of work sits alongside the quote.

Frequently asked questions

What should a freelance quote include?

Your details and the client's, a reference and date, the scope and exclusions, client responsibilities, revisions, timeline, price breakdown, deposit, payment terms, how changes are handled and how the client accepts.

When is a freelance invoice legally late in the UK?

If you haven't agreed a payment date with a business client, GOV.UK says payment is late 30 days after the client gets the invoice or you deliver the work, whichever is later.

Can freelancers charge interest on late payments?

For business clients, yes. You can claim statutory interest of 8% plus the Bank of England base rate and a fixed debt recovery sum, unless your contract sets a different rate.

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General information, not legal, tax or financial advice. Check the official sources linked above before you rely on them.