A quote is more than a price. It is the first document a customer reads that describes what you will actually do for them, and it often decides whether they book you or keep shopping. A vague quote creates doubt. A clear one removes it.

If you have not yet worked out what to charge, start with our guide to pricing wedding and event services, then come back here to turn those numbers into a document.

Reply to the enquiry before you quote

The best quotes answer questions the customer actually asked. Before you send a number, confirm the basics:

  • The event date, start and end times, and location.
  • The approximate guest count or size of the job.
  • Their budget range, if they are willing to share it.
  • Anything that makes the event unusual: outdoor setup, a long travel distance, a cultural ritual with a fixed schedule.

Two or three short questions are enough. A customer who feels listened to is far more likely to read your quote carefully.

What a good quote includes

Every quote should contain the same core sections so customers can compare it fairly with others.

  1. Your details and the customer’s. Business name, contact information, the customer’s name and the event name.
  2. The date and venue. Include setup and finish times if they affect your work.
  3. A plain description of the service. Say what you will do, how many hours or people it covers, and what is delivered at the end.
  4. The price, itemised. Show the main parts of the price, not just a total. Customers trust a quote they can follow.
  5. What is not included. This is the section that prevents arguments. List extras such as additional hours, travel beyond a set distance, overtime and special requests.
  6. Payment terms. The deposit amount, when the balance is due, and which payment methods you accept.
  7. An expiry date. Prices and availability change. A validity period such as 7 or 14 days creates a sensible deadline without pressure.
  8. Next steps. Tell the customer exactly how to accept: reply to the email, sign a form, pay the deposit.

Offer options, not a single number

When a customer receives one price, the only decision is yes or no. When they receive three options, the decision becomes which one. Present a simple, standard and premium option, and make sure each has clear limits.

Keep the differences easy to scan. A small table or a short bulleted list per option works better than long paragraphs. Make the middle option the one you would most like to deliver, because many customers choose it.

Keep the language simple

Avoid jargon the customer has to decode. Write “four hours of coverage” instead of “half-day deliverable window”. If your trade has technical terms, explain them in one short line the first time they appear.

Tone matters too. Be warm and professional. A quote that reads like a legal notice feels cold, and one that reads like a casual text feels risky. Aim for the way you would speak to a customer face to face.

Get the numbers consistent

Check the arithmetic twice. A total that does not match its line items is the quickest way to lose trust. Use the same currency format throughout, and state whether prices include tax or not.

If your prices include travel or equipment hire, say so. If they do not, say what the charge will be. Surprises on the final invoice are the main reason customers leave poor reviews, even when the work itself went well.

Send it quickly, then follow up

Speed signals reliability. Many customers send enquiries to several vendors and book the first one that answers well. Aim to reply with a quote within one working day, even if it is a short version.

Then follow up:

  • After 2 to 3 days: a short message asking whether they have questions.
  • Before the expiry date: a reminder that availability for their date is not held until the deposit is paid.
  • After the expiry date: a final polite note offering to update the quote if their plans changed.

Never chase more than two or three times. A calm, helpful follow-up is part of good service. Constant pressure is not.

Put the agreement in writing

A quote that the customer accepts should lead straight into a written agreement. Our event vendor contract checklist lists what to include so both sides know what happens if plans change.

A simple quote template

You can reuse this structure for any event:

Quote for [Event name], [Date] Prepared for [Customer], valid until [Date]

Service: what you will do, for how long, at which venue. Package options: Essential, Standard, Premium, each with price and inclusions. Not included: extras and how they are charged. Payment: deposit now, balance by [Date]. To accept: reply “Confirmed” and pay the deposit using [method].

Common quoting mistakes

  • Sending only a total with no breakdown.
  • Leaving out what is not included.
  • Forgetting travel, setup time or overtime.
  • Quoting without confirming the date is still free.
  • Waiting several days to reply.

Fix these five and your quotes will already be clearer than most of what customers receive. A good quote does not need to be long. It needs to be specific, honest and easy to say yes to.