Estimate Template
An estimate gives the client a realistic ballpark before the scope is fully nailed down — clearly marked as approximate, not a fixed price. This template itemizes expected costs, lets you show ranges, and lists the assumptions the figure depends on, so there are no surprises when the final invoice arrives.
Last reviewed 2026-07-08
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.
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 in Word or Excel with a field-by-field guide.
Download a professional invoice template in Word, Excel, CSV or Google Docs. Includes a field-by-field guide, tax-line examples and common billing mistakes to avoid.
A contractor invoice template that separates labor, materials and tax, with space for a license or CIS number. Download in Word or Excel with a field-by-field guide.
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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.
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.