Quote request form template: every field explained
What's a quote request, and what should the form ask?
A quote request is a customer asking you for a price on a job. It usually shows up as a web form or a written message, and the person may be asking other companies at the same time.
The form has one job: collect what you need to price the work. Here's a rule of thumb that keeps it short. For every field, ask what you'd do differently with the answer. If the answer is nothing, cut the field.
That test clears out the usual clutter. A company name on a home job, a budget box and a lead-source menu rarely change a price. Size, condition and address always do.
Speed is the reason the form matters. Harvard Business Review reported in 2011 that companies that reached out within an hour were about 7x more likely to qualify a web lead than companies that waited even one more hour. The companies that did reply took 42 hours on average. A form that hands you every price input up front is what makes a fast reply possible.
The quote request form template, field by field
Sample fields for a house washing or lawn care business are below. Swap the service names for yours and keep the rest.
| Field | What to ask | Why it earns its place |
|---|---|---|
| Name | First and last name | Puts a name on the quote and the booking. |
| One address | The quote and booking link go here. | |
| Best number | A number for the day of the job | Reaches the customer when you're at the gate. |
| Service address | Street, city and zip | Decides whether the job is in your area. |
| Service | A short list, such as house wash, driveway or windows | Picks which price rule applies. |
| Size | Stories, sq ft or number of panes | The biggest driver of price. |
| Condition | Light, normal or heavy buildup | Moves the price and your time on site. |
| Access | Gate, dogs, steep slope or no outside water | Triggers an add-on or a no. |
| Timing | This week, this month or flexible | Decides which slot you offer. |
| Photos | Two or three pictures | Confirms size and condition before you commit. |
| Notes | One open box, optional | Catches the detail no list thought of. |
Make address, service, size and best contact required. Keep photos and notes optional. Ask for a photo only when the customer picks heavy buildup, because a photo prompt on every request adds work for them.
Here's the copyable quote request form template. Paste it into Word, Google Docs, a spreadsheet or a free form builder, then change the choices to match your services.
Your name:
Email:
Best number for the day of the job:
Service address, with zip:
Service wanted: house wash, driveway, windows, gutters or other
Size: stories, sq ft or number of panes
Condition: light, normal or heavy buildup
Access: gate, dogs, steep slope or no outside water
When do you want it done: this week, this month or flexible
Photos: add two or three if the buildup is heavy
Anything else about the job:
The choices matter more than the labels. A customer can pick two stories in a second, but typing a description of a house takes a minute, and that's where people stall.
Can you use a quote request form template in Word, Excel or Google Docs?
Yes, as a starting point. Each one holds the fields, and each suits a different job.
Word works for a printable copy. Keep one in the truck for customers who ask in person, then type the answers in later.
Excel works as a rate sheet. Put the fields across the top, one request per row, then add a column that multiplies size by your rate and adds your add-ons.
Google Docs works for a shared copy, like a crew lead and an office helper using the same checklist. A free form builder is better when customers fill it in themselves, because every answer lands in its own row.
The limit is the same in all three. A document holds the answers, but it doesn't read them, price them or write back. Someone still has to open each request, do the math and send a quote, and that wait is where jobs go to the company that answered first.
For the website version of this form, see our online quote request form guide. For the step after it, read about an instant quote website and how a crew uses it.
How do the same fields run as quote rules?
Every field in the table can be an if-then rule instead of a question you answer by hand. Build them in this order:
- Turn each answer into a choice. Stories, condition and access should be lists, never open boxes, so a rule can read them.
- Write one base price per service: a rate times the size, such as a rate per sq ft for a house wash.
- Write an add-on for every answer that costs you time or gear, like heavy buildup, a steep slope or a second story.
- Write the no-quote answers: outside your service area, a height your ladder won't reach, a service you don't offer.
- Decide who approves: you check each price, or a price that fits every rule goes out on its own.
To test your numbers before you build anything, try the free house washing quote calculator.
Say your house washing rules read like the table below.
| Form answer | Rule | Result |
|---|---|---|
| Service: house wash | $0.12 per sq ft | Base price |
| Stories: two | Add $60 | Add-on |
| Condition: heavy buildup | Add $40 | Add-on |
| Access: steep slope | Add $30 | Add-on |
| Address: outside your zip list | No automatic price | Waits for your OK |
| Stories: three | No automatic price | Waits for your OK |
Say a request lands at 7:40 on a Friday evening for a two-story house, 1800 sq ft, with heavy buildup and a flat yard. The base is 1800 times $0.12, which comes to $216. Add $60 for two stories plus $40 for heavy buildup, and the total comes to $316. Every answer fit a rule, so the price can be ready that evening instead of Monday.
Say your average house wash is $316, and a request that lands Friday evening sits until Monday and books with someone else. That's $316 gone on one complete form. If it happens twice a month, that's $316 times two, which comes to $632 a month.
This is the part Workely does. It prices each lead from your own rules and gets the quote ready with a link to book, as described under lead capture and pricing. You approve it, or turn on auto-send and it goes out on its own. Follow-ups go out automatically until the lead books.
Which requests should the form screen out before you quote?
A good form says no early and says it cheaply. Check in this order, because each step is quicker to check than the next.
First, the address. If it's outside your service area, nothing else on the form matters. Second, the service: if someone picks gutter cleaning and you only do windows, send a polite no.
Third, the size, because a three-story house is a different job from a two-story one. Say a gutter cleaning request comes in at 6:30 on a Sunday evening for a three-story house. If your ladder stops at two stories, it shouldn't get an automatic price. Last come access and condition, which set the add-ons, and then timing, which sets the slot you offer.
Those requests shouldn't vanish. They should wait for you. With Workely, leads that don't fit your rules wait for your OK, so you decide the odd ones and the rest get priced from your rules.
Your next step
Copy the quote request form template above into the tool you already use. Put your own prices into the rules table, then send yourself a test request on a Friday evening to see what you'd still have to do by hand.
If you'd rather have the same fields run as rules, with the quote and booking link ready for your approval and follow-ups going until the lead books, look at Workely's Speed to Lead plan. It's $149 a month with a 30-day free trial, we set it up with you, and there are no per-lead fees. See what the Speed to Lead plan includes.