Estimate Template
An estimate gives the client a realistic ballpark before the scope is fully nailed down — clearly marked approximate, not a fixed price. This free estimate template itemizes expected costs line by line, lets you show ranges, states assumptions and a contingency, and converts cleanly to an invoice later. Download the blank estimate in Word, Excel or PDF.
Last reviewed 2026-07-22
Template preview
- From:
- Your Business · you@email.com
- Estimate for:
- Client Name · client@email.com
- Estimate #:
- EST-0117
- Date:
- 2026-07-08
- Note:
- Approximate — subject to final scope
| Description | Qty | Est. unit | Est. amount |
|---|---|---|---|
| Kitchen remodel — labor | 40 hrs | $55–65 | $2,200–2,600 |
| Materials (cabinets, counters) | 1 | $4,000–4,800 | $4,000–4,800 |
| Contingency (10%) | 1 | — | $620–740 |
| Estimated low | $6,820.00 | ||
| Estimated high | $8,140.00 | ||
| Deposit to book | $1,000.00 | ||
How to fill in each field
Mark it approximate
Clearly label the document an estimate and note the total may change with final scope.
Common mistake: Presenting an estimate like a fixed quote, then disputing the difference later.
Ranges
Show low–high ranges where costs are uncertain rather than a false-precise number.
Common mistake: A single exact figure that you can't actually hold to.
Assumptions
List what the estimate assumes (access, materials, no surprises) so changes are justified.
Common mistake: No assumptions stated, so any overrun looks like your error.
Contingency
Add a contingency line for the unknowns typical of the work.
Common mistake: Omitting contingency and eating every overrun yourself.
Read the full guide
How to Write a Business Estimate That Wins Clients (With Examples) Learn what to include in a business estimate, how to write one step by step, and common mistakes to avoid. Practical guide for service providers. Read the guide →Related templates & variants
An estimate is an approximate figure. When you can commit to a fixed price, send a quote instead. Once work is agreed and done, bill with the invoice template.
A free business quote template — itemized pricing, validity period and terms — to win work before you invoice.
Download a professional invoice template in Word, Excel, CSV or Google Docs.
A contractor invoice template that separates labor, materials and tax, with space for a license or CIS number.
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Frequently asked questions
What is the difference between an estimate and a quote?+
An estimate is an approximate, non-binding figure that may change as scope firms up. A quote is a fixed price you commit to. Use an estimate early, a quote once scope is clear.
How do I write an estimate?+
Itemize expected costs, use ranges where costs are uncertain, add a contingency for unknowns, list your assumptions, and clearly mark the document as an approximate estimate.
Is an estimate legally binding?+
Generally an estimate is not a binding price the way a quote is, but always check local consumer rules. Stating assumptions and that it's approximate protects both sides.
What is the difference between an estimate and an invoice?+
An estimate proposes an approximate price before work begins and is not a demand for payment; an invoice is sent for work done or goods delivered and asks for exact payment by a due date.
Sources & further reading
- How to write an estimate (Indeed)— ca.indeed.com
- How to write a professional estimate (Melio)— meliopayments.com
We review authoritative guidance when building each template. Links are for reference only.