Free Estimate Template

Every service business needs a clean, professional way to communicate pricing to potential clients. That is what this free estimate template delivers. Whether you run a cleaning company, a landscaping service, a consulting firm, or a trades business, this template gives you a consistent format for presenting your costs, scope, and terms — without spending hours formatting documents from scratch.

Estimates are one of your most important business documents. Done right, they build trust, reduce payment disputes, and help clients understand exactly what they are paying for. Done poorly — vague descriptions, missing terms, inconsistent formatting — they create confusion and erode confidence in your professionalism.

This template solves that problem. It is free to download, fully customizable, and ready to use the moment you fill in your details.

What Is a Free Estimate?

A free estimate is a document a service provider gives to a prospective client that outlines the expected costs for a project or service. It is not an invoice — it is a projection of what the work will probably cost, based on the information available at the time of the estimate.

The word "free" refers to the document itself being provided at no charge to the client. Many service businesses offer free estimates as a standard part of their sales process, using them to attract clients and demonstrate value before any money changes hands.

A free estimate template is a pre-formatted document that makes it easy to create these estimates consistently. Instead of building a document from a blank page every time you meet a new client, you start with a proven structure and fill in the details. This ensures every estimate your business sends looks professional and contains all the essential information.

What to Include in Your Estimate

A complete, professional estimate includes more than just a price. Here are the sections every estimate should contain:

Company Information — Your business name, logo, address, phone number, email, and website. If you are licensed or insured, include your license number and insurance information. This establishes credibility immediately.

Client Information — The client's name, company (if applicable), address, and contact details. Always confirm you are quoting for the correct client and property.

Estimate Details — A unique estimate number, the date issued, and an expiration date. The estimate number helps you track documents; the expiration date protects you from being locked into old pricing.

Scope of Work — A clear, detailed description of what you will do. Avoid vague language. Instead of "clean the office," specify "vacuum all carpeted areas, mop hard floors, dust all surfaces, empty trash receptacles, and clean restrooms." The more specific the scope, the fewer disputes later.

Line-Item Pricing — Break down costs by category: materials, labor, equipment, permits, or any other relevant line item. Show unit prices and quantities so the client can see how you arrived at each number.

Subtotal and Total — Display the subtotal clearly, add any applicable taxes, and show the estimated total. Make the total prominent — it is the number your client cares about most.

Terms and Conditions — Include payment terms (deposit amount, payment schedule, accepted methods), cancellation policy, and any disclaimers about variables that could affect the final price. Estimates are approximations; your terms should say so.

Expiration Date — Always include a validity period, typically 15 to 30 days. After that period, you reserve the right to revise pricing.

How to Use a Free Estimate Template Effectively

Using a template is simple, but using it well requires a few best practices:

Personalize Every Estimate — Do not send a generic template with no reference to the client's specific project. Inspect the job, understand their needs, and tailor the scope description and pricing to their situation. A personalized estimate communicates that you care; a generic one communicates that you do not.

Be Prompt — Speed matters in winning business. If you inspected a job on Monday and sent the estimate on Friday, the client may have already moved on to other contractors. Send estimates within 24 to 48 hours of the initial contact whenever possible.

Follow Up — Do not just send the estimate and wait. Follow up within a few days to answer any questions, clarify your approach, and reinforce why you are the right choice. The estimate is a conversation starter, not a final answer.

Keep Records — File every estimate you send, along with whether it was accepted, rejected, or never heard from again. This data helps you understand your close rate and refine your pricing and presentation over time.

Sample Free Estimate

Sparkle Clean Services

789 Business Park Drive, Austin, TX 78701

Phone: (555) 987-6543 | Email: hello@sparkleclean.com

Insured & Bonded

ESTIMATE #EST-2026-0414

Date: April 14, 2026

Valid Until: May 14, 2026

Client: Downtown Law Office

Property: 200 Main Street, Suite 100, Austin, TX 78701

Scope of Work:

Weekly office cleaning service including: vacuuming all carpeted areas (approximately 3,000 sq ft), mopping all hard floors, dusting desks and surfaces, sanitizing kitchen and breakroom, cleaning and restocking restrooms, emptying all trash receptacles, and wiping down door handles and light switches.

Payment Terms: Net 15 from invoice date. Accepts ACH, credit card, and check. A 1.5% late fee applies to balances over 30 days.

Notes: This estimate is based on standard office cleaning scope. Additional services (window cleaning, carpet shampooing, post-event cleaning) available at quoted rates.

Related Templates

• Free Estimate Template — Printable — A printer-friendly version of the free estimate template.
• Cleaning Estimate Template — Specialized estimate for residential and commercial cleaning businesses.
• Contractor Estimate Template — General contractor estimate for construction and renovation work.
• Consulting Estimate Template — Service-focused estimate for consultants and professional services.
• Moving Estimate Template — Itemized estimate format for moving and relocation companies.