Making a strong first impression: crafting professional job quotes
Every interaction with a client or potential client represents your company and its brand. The initial contact is crucial, making it essential to begin new business relationships with a well-crafted quote and a solid quoting process.
The importance of first impressions
First impressions are fundamental in establishing credibility and trust. In fact, research indicates that it takes just seven seconds to make a first impression . When crafting job quotes, the presentation is just as crucial as the content.
A professionally formatted quote, featuring your company’s branding, clear terms, and a polished layout, reflects your commitment to quality and attention to detail.
A Harvard Business Review study found that companies with consistent branding across all interactions are 3.5 times more likely to have excellent brand visibility, ensuring a professional experience in every customer interaction, including quotes, sets your business apart from the competition.
A personal experience with quotes
Before diving into the fundamentals of a professional quote and what an effective quoting process looks like, let me share a personal story. Recently, I needed a quote for some minor landscaping work in my front yard.
It was a simple task but beyond our capabilities. After a quick Google search, we reviewed a few companies, considering their online reviews and responses to negative feedback.
Online reviews influence 93% of consumers when making purchasing decisions . After making a couple of phone calls, we chose a small company with good reviews, a nice website, and professional phone etiquette. They promised to send a quote and could start the work in a few days.
The quoting mishap
This company appeared professional in all interactions until they sent the quote via text message:
“Hi – for the work required in your front yard it will be $750.”
The text was polite and included the price, but it missed the mark in several areas:
A text message quote is not a formal document for future reference.
The company would need to search their text message history for follow-ups.
It lacked details about the services to be performed.
This interaction made the company look amateurish. Despite an overall positive customer experience, the quoting process was a significant hiccup.
Writing a professional job quote
There are two key components to creating and sending a quote that outshines the competition: the content of your quotes and the process of delivering them.
Essential elements of a quote
To ensure your quotes are effective and professional, include the following basics:
Company name, branding, and contact information: These elements are essential and help showcase your company’s professional brand. According to a study by Lucidpress, consistent brand presentation across all platforms can increase revenue by up to 23% .
Date of issue and quote validity period: Clearly state when the quote was issued and how long it remains valid. The average validity period for service quotes is around 30 days .
Detailed line items: Help your customers understand what they are getting for the quoted price by breaking down the costs. A report by HubSpot found that transparency in pricing can lead to a 40% increase in customer trust .
Instructions for actioning the quote: Provide clear instructions on how the customer can approve the quote. Quoting software like Jobber allows customers to click an approval button on an electronic quote, facilitating immediate work commencement.
Make sure your quotes look professional. While software like Jobber can assist, if you’re not ready for software, a free quote template from Jobber Academy can ensure your quotes are consistently professional.
Personal touch in quotes
Adding a personal touch to your job quotes can differentiate your business from competitors. Use the client’s name, reference specifics about their request, and express appreciation for the opportunity.
A study from Salesforce shows that 84% of customers say being treated like a person, not a number, is very important to winning their business . This approach not only shows professionalism but also fosters a connection with the client.
Your quote process
Once your quotes are well-designed and reflect your brand, it’s time to refine your quoting process. This encompasses everything from preparing the quote to sending it and following up.
The process involves both your actions and making it easy for clients to act.
Streamlining quote requests
Start by making it simple for clients to request a quote. Potential customers shouldn’t struggle to contact you.
According to a study by Accenture, 83% of customers prefer easy access to support over fast service .
Mil-Spec Lawn Care, for example, has a prominent “Request a Quote” button on their homepage, leading to a form. They use Jobber’s work request feature to action requests promptly.
Some businesses prefer phone calls over contact forms, which is fine—do what suits your business. If your call to action is a phone call, ensure the instructions for getting a quote are clear.
Painters Enterprise, for instance, effectively communicates their free quote offer and contact details based on the service area. This clarity can increase conversion rates by 20% .
Sending and following up
After receiving a quote request and preparing a great quote, send it via email. This method showcases professionalism and provides a record for follow-ups.
Email remains the most preferred communication method for business-related correspondence, used by 86% of professionals .
Timeliness is also crucial; being the first vendor to respond can make a significant difference. Clients might not always accept quotes immediately, which is normal.
Busy clients may request a quote intending to start immediately but then forget to respond. Following up on quotes demonstrates commitment, top-quality customer service, and solidifies your brand representation.
If you don’t have a follow-up process, implement one now.
Start quoting like a pro
Many home service businesses see sending quotes as an administrative step before starting work. This view is flawed. A well-written quote and a thoughtful quoting process speak to your company’s professionalism, represent your brand well, and help you secure more business.
You might wonder if I chose the landscaping company with the text message quote. Despite the amateur quoting method, I did.
They exceeded expectations in almost every aspect, winning me over. However, when managing your company’s reputation and image, strive to exceed expectations in every customer interaction.
Key strategies for professional quotes
Detail-oriented quotes: A detailed quote helps clients understand what they are paying for and reduces the chances of misunderstandings. Break down the costs, outline the scope of work, and provide a timeline. Transparency in your quotes builds trust and demonstrates your expertise.
Utilizing modern tools: In the digital age, using quoting software can streamline the process and enhance professionalism. Tools like Jobber allow for easy customization, electronic approvals, and record-keeping, ensuring a seamless experience for both you and your clients.
Follow-up strategy: After sending a quote, follow up with a courteous email or call. This not only shows your eagerness to work with the client but also keeps your business top of mind. A systematic follow-up process can significantly increase the chances of winning the job.
Brand consistency: Ensure that your quotes are consistent with your overall branding. Use the same fonts, colors, and logos as your other marketing materials. Consistency reinforces your brand identity and makes your business appear more professional and reliable.
Timeliness matters: Being prompt in sending out quotes can give you a competitive edge. Clients appreciate quick responses, and it signals that you are organized and efficient. Strive to send quotes within 24 hours of receiving a request.
Clear action steps: Make it easy for clients to move forward with your quote. Include clear instructions on how they can accept the quote, whether through an online approval button, a signed document, or a follow-up call. Simplifying the process increases the likelihood of conversion.
Professional communication: Always use professional language and tone in your quotes. Avoid slang, typos, and overly casual expressions. A well-written quote reflects your business acumen and respect for the client.
Expert opinions on review management for lawyers and attorneys
Michael O’Reilly, Freelance project manager: “From my experience, a thorough and professional job quote sets the stage for successful project management. It lays out expectations and timelines, which helps prevent scope creep and miscommunications down the line. A well-drafted quote can significantly enhance client satisfaction and project outcomes.”
Linda Gupta, Marketing director at BizQuote Express: “Your job quote is essentially your business card in written form. It’s a chance to communicate your brand’s values and quality of service. Including elements like a brief company overview, testimonials, and a clear breakdown of costs can make a significant difference in how your quote is perceived.”
Thomas Nguyen, COO of Exact Estimates LLC: “A professional job quote demonstrates your organizational skills and attention to detail. Clients appreciate transparency and precision, which can be conveyed through a well-structured quote. It should be free of errors and omissions, which can otherwise lead to mistrust and lost opportunities.”
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