Quotation, estimate & terms of business

What you need to know

The plain-English guidance that comes with this document.

• A clear quote with terms prevents almost every payment dispute. Most rows come down to "that's not what I thought I was paying for." Describing the work, fixing the price (or clearly calling it an estimate), and stating your terms up front is the best protection for your cash flow and reputation — especially on bigger heating jobs where a boiler and parts are ordered specially.
• Quotation vs estimate is a real legal distinction — don't blur it. A quotation is a fixed price you're broadly bound to; an estimate is a guide that can move. Say which. If a job is uncertain (old pipework, hidden faults), quote an estimate and explain why, rather than fixing a price you'll have to break.
• The variations clause is the one that saves you. Heating jobs routinely uncover corrosion, sludge, or non-compliant existing work once you're in. Agreeing extras before you do them — not presenting a surprise bill — keeps the customer on side and keeps you paid. Confirm it in writing, even a quick text.
• You can't sign away the customer's core rights, or your negligence liability — and shouldn't try. The Consumer Rights Act requires reasonable care and skill, and UK law voids any attempt to exclude liability for death or personal injury from your negligence — which matters especially in gas work. These terms respect that. Rely on doing safe, good work and being properly insured, not on disclaimers.
• Tie the guarantee to registration and servicing — honestly. Your workmanship guarantee covers your labour; the manufacturer's warranty covers the appliance and usually depends on it being registered and annually serviced. Being upfront that a lapsed service can void the warranty protects the customer and heads off "you never told me" later.
• Flag the existing-system point. Connecting a shiny new boiler to an old, sludged system causes callbacks and warranty arguments. A line advising a flush or filter, agreed in the quote, protects everyone.
• Set your own figures and keep it consistent. Deposit, payment terms and guarantee length are your decisions — fill them in once and use the same terms every time. Adapt to how you operate, and consider a professional review for larger commercial contracts.