Construction Estimate Template | Word, Excel & PDF Format

The following step-by-step instructions are based on Template 01.

Step 1: Download the Template

• Download the construction estimate template in Excel sheet, Word, or PDF. If you use the PDF, you can fill it out directly on your computer, save it, and print it. If you prefer, you can also print the template and complete it by hand.

Step 2 – Company Details

At the top of the invoice, fill in your company’s details:

• Company Name
• Full Address (Street, City, State, ZIP Code)
• Phone Number
• Email Address
• Add your company’s website, if applicable.

This makes it clear who prepared the estimate and allows your client to contact or learn more about your business.

Step 3: Client Information

Add details about your client, who requested the estimate. Provide:

• Client’s Name
• Full Address (Street, City, State, ZIP Code)
• Phone Number
• Email Address

This section identifies who the estimate is for.

Step 4: Date of Estimate

Write the date when this estimate is being created. This helps you and your client track when the estimate was issued.

Step 5: Estimate Number

Step 6: Estimated Work Start and End Dates

• Fill out the work start period and work end period with the estimated dates for when the construction project will begin and be completed. For example, “Feb-25” to “Apr-25.”

Step 7: Valid Until

Enter the Valid Until date to specify how long the estimate is valid. For example, if the estimate is valid for 30 days, calculate its expiration date and enter it here (e.g., “02-17-2025”).

Step 8: Summary of Customer Requirements

Briefly state the key details of the project based on the client’s request. Include:

• Project Description: A concise overview of the construction scope, such as “Construction of single-family house, including foundation, framing, and interior painting.”
• Special Requests (if any): Mention any specific requirements, like “Use eco-friendly materials” or “Urgent project deadline – must be completed by June 2025.”

This section ensures the client’s main requirements are clearly outlined and acknowledged.

Step 9: Itemized Materials Section

List all materials that will be used in the project. Be as specific as possible. For each material, include:

• Quantity (QTY): How many units of the material are needed.
• Material Name: Describe each material (e.g., “Bricks,” “Concrete Bags”).
• Rate: Cost per unit of each material (e.g., “$1.50 per brick”).
• Amount: Multiply the quantity by the rate to get the total cost for that material.

Step 10: Itemized Labor Section

Include the labor costs expected for the project. In the Labor Hrs column, write the number of hours estimated for each specific task (e.g., “Foundation Work,” “Painting”). Then specify:

• Rate per hour for labor.
• Multiply the hours by the rate and enter the Amount column.

Step 11: Miscellaneous Costs

In the Miscellaneous Charges Section, include unexpected or extra costs that are not part of materials or labor. These can include:

• Administrative Fees
• Equipment Rental Fees
• Transport Costs
• Site Maintenance

Add all these expenses to calculate the total miscellaneous charges.

Step 12: Subtotal

Calculate the Subtotal by adding up the amounts from all the following:

• Materials
• Labor
• Miscellaneous Charges

Write this total amount in the Subtotal line.

Step 13: Tax Calculation

• Write the tax amount here as per the applicable tax rate, if applicable.

Step 14:  Grand Total

• Finally, calculate the Grand Total by adding the Subtotal and Tax amounts together. This is the total cost estimate for the construction project.

Step 15 : Terms and Conditions

If applicable, mention the Terms and Conditions for the estimate. For example:

• Payment Terms: Specify payment details, like “50% upfront, balance upon project completion” or “Net 30 days after invoice.”
• Validity Period: State how long this estimate is valid (e.g., “Valid for 30 days from the date issued”).
• Additional Notes: Include anything that’s specific to the project or agreement with the client.

If there are no terms and conditions, you may leave this section blank.

Step 16: Contact Information for Questions

At the bottom of the estimate, provide contact details under the statement:

“For any questions regarding this estimate, please contact:”

You should include:

• Contact Name
• Phone Number
• Email Address

For example: “For any questions about this estimate, please contact Jane Smith at (123) 456-7890 or jane.smith@yourcompany.com.”

Step 17: Review and Send the Estimate

Carefully review the entire estimate to ensure all details are correct. After everything looks good:

• Save the completed document and print it as a PDF.
• Share it with the client by email or deliver a printed copy as per their preference.