STEP 1
Capture the job details first
Keep the customer’s name, service location, contact information, and request together. Note what you have inspected and what still needs checking. Separate confirmed details from assumptions so your team knows where a follow-up conversation is needed.
STEP 2
Describe the scope in plain language
Break the proposed work into understandable items. Explain what is included and identify exclusions or open questions. For a painting job, for example, identify the rooms or surfaces being discussed rather than relying on a broad description such as “paint the house.”
STEP 3
Review before sending
Check quantities, descriptions, prices, and customer details. Make the next step clear: who should the customer contact with questions, and how should they confirm they want to proceed? If the scope changes, keep the revised estimate clearly identified.
STEP 4
Carry the details into the job
Once the customer is ready to move forward, make sure the team doing the work can find the agreed scope and relevant notes. Turn the next actions into assigned tasks and record any timing commitments. A useful estimate should help both the customer and the people delivering the work.