5 Great Estimate Email Templates To Copy & Paste

Sending a clear and professional estimate can be the difference between landing a new client and getting ghosted. It's your chance to set expectations and showcase your value right from the start.

Referring to a template gives you a proven framework, so you can send off your pricing with confidence every time.

Tips for Writing Estimate Emails

• Nail the subject line. Make it instantly recognizable in a crowded inbox. Something like “Estimate for [Project Name] from [Your Name]” is direct and professional. They’ll thank you for it later.
• Itemize everything. Don’t just drop a single number on them. Break down the costs so they can see exactly where their money is going. It builds trust and shows the value you’re providing.
• Tell them what to do next. Make it incredibly simple to say yes. End with a clear call to action, like “Ready to start? Just reply ‘approved’ to this email.”
• Give your quote a deadline. A simple “This price is good for 30 days” protects you and encourages the client to make a decision. It keeps the ball rolling without being aggressive.

Types of Estimate Email Templates We Will Cover

1. Project Cost Estimate Email Template
2. Construction Estimate Email Template
3. Repair Estimate Email Template
4. Service Estimate Email Template
5. Freelance Work Estimate Email Template

5 Estimate Email Templates

1) Project Cost Estimate Email Template

<template>

Subject: Project Estimate for [Project Name]

Hi [Client Name],

Following our conversation about [Project Name], I’ve prepared a detailed cost estimate for your review. This outlines the full scope of work we discussed to bring your project to life.

Here is a summary of the project phases and their costs:

• [Phase 1 Name, e.g., Discovery & Strategy]: [Brief description of deliverables for this phase] - [Cost]
• [Phase 2 Name, e.g., Design & Prototyping]: [Brief description of deliverables for this phase] - [Cost]
• [Phase 3 Name, e.g., Development & Testing]: [Brief description of deliverables for this phase] - [Cost]

The total estimated investment for the project is [Total Cost]. We anticipate a timeline of approximately [Number of weeks/months] from start to finish.

Please take a moment to look everything over. If you’re ready to move forward, a simple reply of ‘approved’ is all we need to begin. This estimate is valid for the next [Number] days.

Let me know if you have any questions.

Best,

[Your Name]

[Your Company Name]

[Your Phone Number]

[Your Website]

</template>

2) Construction Estimate Email Template

<template>

Subject: Estimate for [Project Address/Name] Construction

Hi [Client Name],

Thank you for the opportunity to provide an estimate for the [Project Type, e.g., Kitchen Remodel] at [Project Address]. Following our site visit, I’ve prepared a detailed breakdown of the anticipated costs.

Here is an itemized estimate for the project:

• Materials: [Description of key materials like lumber, fixtures, etc.] - [Cost]
• Labor: [Breakdown of labor costs, e.g., demolition, framing, electrical] - [Cost]
• Permits & Fees: [List of necessary permits] - [Cost]
• Contingency: [Percentage, e.g., 10%] for unforeseen issues - [Cost]

The total estimated cost for this project is [Total Cost]. We project a start date of [Start Date] with an estimated completion time of [Number of weeks/months], pending permit approvals and material availability.

This estimate is valid for [Number] days. To move forward, please review and sign the attached formal proposal. A deposit of [Deposit Amount] will be required to schedule the work.

Feel free to reach out with any questions.

Best,

[Your Name]

[Your Company Name]

[License Number]

[Your Phone Number]

[Your Website]

</template>

3) Repair Estimate Email Template

<template>

Subject: Repair Estimate for [Item/Appliance Name]

Hi [Client Name],

Thanks for reaching out about the issue with your [Item/Appliance Name]. After assessing the problem, I’ve put together a detailed estimate for the repair.

Here is a breakdown of the costs:

• Parts: [List of required parts and their costs] - [Cost]
• Labor: [Description of work, e.g., X hours at $Y/hour] - [Cost]
• Diagnostic Fee: [Fee amount, mention if it's waived upon repair approval] - [Cost]

The total estimated cost for the repair is [Total Cost]. If you approve the work, we can typically complete the repair within [Timeframe, e.g., 24-48 hours], pending part availability.

To proceed with the repair, simply reply to this email with your approval. This estimate is valid for [Number] days.

Let me know if you have any questions.

Best,

[Your Name]

[Your Company Name]

[Your Phone Number]

[Your Website]

</template>

4) Service Estimate Email Template

<template>

Subject: Estimate for [Service Name]

Hi [Client Name],

Thank you for your interest in our [Service Name]. Based on our conversation, I’ve prepared an estimate outlining the scope and cost for your review.

Here is a breakdown of the service package:

• [Service Package Name, e.g., Monthly Social Media Management]: [Brief description of deliverables, e.g., 12 posts per month, community engagement, monthly report] - [Cost, e.g., $X/month]
• [One-Time Onboarding/Setup Fee]: [Description of initial setup tasks] - [Cost]
• [Optional Add-on, e.g., Ad Campaign Management]: [Description of add-on service] - [Cost]

The total for the initial setup is [Total Setup Cost], with an ongoing service cost of [Recurring Cost] per [month/quarter/year]. We can begin as soon as [Start Date].

If you’re ready to move forward, please reply to this email with your approval, and I will send over the service agreement. This estimate is valid for [Number] days.

Let me know if you have any questions.

Best,

[Your Name]

[Your Company Name]

[Your Phone Number]

[Your Website]

</template>

5) Freelance Work Estimate Email Template

<template>

Subject: Quote for [Project Name]

Hi [Client Name],

It was great connecting with you about [Project Name]. Based on our discussion, I’ve prepared a quote outlining the scope of work and the investment required.

Here’s a breakdown of the deliverables:

• [Deliverable 1, e.g., 5 Blog Posts]: [Brief description of the work] - [Cost]
• [Deliverable 2, e.g., Social Media Copy]: [Brief description of the work] - [Cost]
• Revisions: [Number, e.g., Two rounds of revisions are included per deliverable.]

The total estimated investment for this project is [Total Cost]. My current availability allows for a start date of [Start Date], with an estimated completion timeline of [Timeline, e.g., 2-3 weeks].

If everything looks good, simply reply ‘approved,’ and I will send over the contract to get started. This quote is valid for [Number] days.

Happy to answer any questions you might have.

Best,

[Your Name]

[Your Title, e.g., Freelance Writer]

[Your Portfolio/Website]

</template>

What About Using Flodesk?

These templates provide a solid foundation for sending clear, professional estimates. For all your other business communications, from welcome sequences to newsletters, Flodesk provides the tools to create emails that look just as polished.

Our platform gives you an intuitive email builder and powerful automations to engage your audience and grow your business. See how simple email marketing can be and sign up to get started.

Wrapping Up

Sending a clear estimate sets a professional tone, and these templates provide a reliable starting point for that conversation. They help ensure your communication is direct and effective from the very beginning.

When you're ready to apply that same level of polish to all your business emails, Flodesk is here to help. Our platform makes it simple to design and automate your communications, and you can get started to see how it works.