Quotation terms and conditions exist to answer one question in advance: who carries the cost when something changes. Six clauses cover almost every dispute a small service business will have.
Six quotation terms and conditions worth having
- Validity. How long the price stands. Without it, your offer is open indefinitely.
- Deposit. How much, when it is payable, and that work is scheduled once it reflects.
- Scope changes. That additional work is quoted separately rather than absorbed.
- Exclusions. What a reasonable client might assume is included but is not.
- Delays outside your control. Access, weather, a supplier, another trade on site.
- Payment terms. When the balance falls due and what happens if it does not.
Exclusions do the heavy lifting
Most quotation disputes are not about price. They are about something the client assumed was covered. Rubble removal, making good after another trade, ceiling repairs, an electrical certificate: these are the items that end up as an argument at invoicing.
Write them down. A short exclusions list is not defensive, it is the part of the document that protects both sides.
Keep it short
Two hundred words of terms on a quotation gets read. Two pages does not, and unread terms are worth very little when you need them. If your work genuinely needs a full agreement, use one, and let the quotation reference it.
| Clause | One line that works |
|---|---|
| Validity | Valid for 30 days from date of issue. |
| Deposit | 50% deposit on acceptance. Work is scheduled once it reflects. |
| Scope | Additional work is quoted separately before it is carried out. |
| Delays | Delays caused by site access or third parties may affect the schedule. |
Common questions
Do terms on a quotation have legal force?
They form part of the offer the client accepts. What weight a particular clause carries depends on the wording and the circumstances, so have anything unusual reviewed.
Should terms go on the invoice too?
Payment terms, yes. The rest belong on the quotation, where they are agreed before the work.
Can I change terms after acceptance?
Not unilaterally. Reissue and get agreement.
Set your terms once and they appear on every quotation you send.
Create a professional quotationDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
