A contractor bid template gives you a repeatable structure so every proposal goes out with the same level of detail. The format below works for remodelers, electricians, plumbers, HVAC contractors, specialty subs, and small general contractors.
Use it as an outline rather than a one-size-fits-all legal form. Your trade, state, license requirements, and insurance rules may require additional language.
Bid header
Start with the information that identifies the job and the contractor.
Company name:
License number:
Phone:
Email:
Customer name:
Project address:
Bid number:
Bid date:
Valid until:
Project title:
The “valid until” date matters because material pricing and labor availability can change. A bid without an expiration date can become risky if the customer approves it months later.
Project summary
Write a short paragraph that describes the job in normal language.
This bid covers [trade or work type] for [project area] at [property address]. Work includes [major task 1], [major task 2], and [major task 3], based on [site visit, plan date, drawing set, or customer request].
Keep the summary high level. The detailed scope and pricing come next.
Scope of work
Use bullets for the work included. Each bullet should describe a concrete deliverable.
Included scope:
- Remove existing [item/material] in [area].
- Furnish and install [item/system].
- Connect, test, and verify [system].
- Haul away job-related debris created by this scope.
- Coordinate inspection for [permit or trade], if applicable.
If the bid relies on plan sheets, room names, finish schedules, or customer selections, reference them here.
Line item pricing
A simple bid table can be enough for many jobs.
Item | Description | Qty | Unit | Unit price | Total
Labor | Rough-in and trim labor | 24 | hr | $___ | $___
Materials | Standard material package | 1 | lot | $___ | $___
Permit | Permit allowance | 1 | each | $___ | $___
Cleanup | Job-related cleanup | 1 | lot | $___ | $___
For bigger jobs, group lines by phase or area. For example: demolition, rough-in, trim, equipment, fixtures, and closeout. Grouping makes the bid easier to read without exposing every internal cost.
Exclusions
This section protects both sides. The customer knows what is not included, and you have a written reference if new work appears later.
Not included unless added by written change order:
- Hidden damage or concealed conditions.
- Work outside the described area.
- Engineering, design, or utility company fees.
- Patching, painting, flooring, or finish repair by others.
- Owner-supplied materials that are missing, defective, or delayed.
- Code upgrades not visible during estimating.
Adjust the list for your trade. Do not copy exclusions that do not apply.
Schedule notes
Add expected duration and the assumptions behind it.
Estimated duration: ___ working days after materials are available and access is provided.
Schedule depends on permit approval, inspection availability, weather, material lead times, and coordination with other trades.
If a date is a target rather than a guarantee, say so.
Payment terms
Spell out the payment schedule.
Deposit due on acceptance: $___ or ___%
Progress payment: $___ due at [milestone]
Final payment: due upon substantial completion
Accepted payment methods: [ACH, card, check, cash, financing]
Late payment policy: [if applicable]
For projects with material purchases up front, the deposit should reflect the real cash requirement. For smaller service jobs, payment on completion may be enough.
Change order language
Change order language should be short and clear.
Work outside this bid will be priced and approved in writing before it begins. Changes may affect total cost and schedule.
That sentence is simple, but it sets the expectation that new scope is not free and should not be handled only through a quick text thread.
Acceptance
End with a clear acceptance block.
By approving this bid, customer accepts the scope, price, exclusions, payment terms, and schedule assumptions described above.
Customer signature:
Date:
Contractor signature:
Date:
Digital acceptance works too, as long as your process records who accepted, when, and which version they accepted.
Template quality check
Before sending a bid based on this template, ask whether a person who did not attend the site visit could understand what is included. If the answer is no, add detail before the customer signs.
For a look at how bid templates fit into a broader contractor workflow, compare estimating, scheduling, invoicing, and payments in the Conduit vs Jobber guide.