Why a verbal estimate is rarely enough

A figure given over the phone, or sketched on the back of a business card at your front door, is a starting point rather than a commitment. In Wales, where so much of our housing stock is older stone, slate or solid-wall construction, the real cost often hides behind the plaster. A written quote protects you because it sets out what the tradesperson intends to do, for how much, and on what terms. If nothing is written down, you have very little to fall back on when the price creeps upwards.

It is worth knowing the difference between a quote and an estimate. A quote is a fixed price for a defined scope of work. An estimate is an educated guess that may change. Both are legitimate, but you should always ask which one you have been given before you agree to anything.

What a proper written quote should include

A good quote is not a scrawl on a compliments slip. Whether it arrives by email or post, it should carry enough detail that a stranger could read it and understand the job. Look for the following:

• The trader's full business name, address and contact details, plus a company or VAT number if they have one
• The date, a quote reference, and how long the price remains valid
• Your address and a plain-English description of the work
• A breakdown of costs: materials, labour, plant hire, scaffolding, and waste removal
• Whether VAT is included, and at what rate
• Proposed start date, expected duration, and a payment schedule
• What happens if you accept — and a space for both signatures, if it is a formal contract

Materials, labour and VAT: reading the numbers

Ask for materials to be itemised rather than lumped together. If a new boiler is being fitted, you want the make and model. If a bathroom is being tiled, you want to know the tile type or, if you are supplying them yourself, a clear note to that effect. Watch for the word allowance — as in "£600 allowance for tiles". That means the price only holds if you spend no more than that figure.

Labour may be quoted as a day rate, or as a single price for the whole job. Both are fine, but a day rate leaves you exposed if the work overruns, so ask how many days have been allowed for. There is no harm in asking, either, whether the quote assumes one person or a small team.

On VAT, a registered trader must charge the standard 20% rate on most work. Some energy-saving installations, such as certain insulation and heat pump work, may qualify for a reduced or zero rate, but a reputable installer will state clearly on the quote which rate applies. Be very wary of anyone offering to knock off VAT for cash — it is unlawful, and it leaves you with no paperwork if something goes wrong.

Exclusions, assumptions and hidden extras

The exclusions section is where quotes are won and lost. Read it carefully, because it tells you what you will be paying for separately later.

• Making good and decoration — plastering, filling and painting after cables or pipes are chased in
• Waste disposal and skip permits — a surprisingly common omission in rural areas
• Access and parking — scaffolding permissions, or whether the neighbour's drive can be used in a terraced street
• Consents — listed building consent, planning permission, or building regulations notification
• Hazardous materials — asbestos in older outbuildings, garages and artex ceilings
• Contingency wording — for example, "if rot is found beyond 1 metre, an extra £X per day applies"

If you spot a gap, ask about it in writing before you accept. A trader who is happy to clarify is usually a trader worth having.

Comparing quotes like for like

For anything substantial, obtain at least three written quotes. Then compare them against the same checklist, because the cheapest figure is very often the one with the most missing. A quote that excludes waste removal, scaffolding and making good is not really cheaper — it is simply incomplete.

Look beyond price as well. Ask how long they have been trading, whether they hold public liability insurance, and whether they belong to a trading standards approved trader scheme run by your local council. Ask to see examples of similar work nearby, especially if you live in an older or period property. Availability matters too: someone who can start next week and finish the week after may not have allowed enough time.

Before you sign: practical checks and your rights

Never sign a quote you do not fully understand. Ask the trader to talk you through it, and if you would prefer the paperwork in Welsh, it is entirely reasonable to ask.

If the contract is agreed in your home, you normally have 14 days to cancel under consumer protection rules, and the quote should tell you how to do so. If you ask for work to begin within that period, you may still be charged for work already carried out.

Keep deposits modest, tie stage payments to milestones, and hold back the final payment until you are satisfied and any certificates have been handed over. Pay by a traceable method and keep receipts. Finally, keep everything together in one folder — the quote, the contract, any variation notes, and the certificates. If a dispute ever arises, that folder is your best protection, and a clear written quote is where it all begins.