Free Estimate Email Template
Send the estimate with a clear next step
Send the estimate with a short message that tells the customer what to review and how to respond. A clear note keeps the next step simple and helps you get the job.
Create the estimate first, then use a message below when you send it.
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Estimate Templates to Send With Your Email
These previews show the estimate document that goes with your message. Each opens the estimate editor. Already have the document? Go straight to the copy-and-paste email.
Copy-and-Paste Estimate Email Template
Use this message in your usual email app with the estimate PDF attached. Replace the brackets, check that the amount and date match the document, and adjust the greeting to fit the customer.
Example: Sending the Estimate PDF
Subject: Estimate [Estimate Number] for [Job or Service]
Hi [Customer Name],
Thank you for the chance to price [job or service]. I've attached estimate [Estimate Number] for you to review.
The likely total is [Amount], based on the work and assumptions shown in the estimate. Please review it by [Valid-Until Date].
Reply with any questions or requested changes. When you are ready, let me know if you would like to go ahead.
Thanks,[Your Name][Business Name]
Estimate Email Subject Line Examples
Use a subject line the customer can find again in a busy inbox.
- Estimate E-1048 for Office Painting
- Your Estimate for the Kitchen Repair
- Revised Estimate E-1048 - Updated Scope
- Checking In on Estimate E-1048
Choose How to Send the Estimate
An estimate email is the short message that introduces the document and tells the customer what to do next. You can use your own email app or send the estimate directly from Docelf.
For your own email, download the finished estimate as a PDF and attach it. Use the message above, then check the recipient and open the attachment before sending.
When you email the estimate from Docelf, you can see delivery and opening information in its history. The customer can view, download, accept or decline it without a Docelf account. Those response features belong to the online estimate; a PDF sent through your own email app does not report them back to Docelf.
Create an Estimate Ready to Email
Put the job details in one estimate and let Docelf calculate the total. When it is ready, email it from Docelf or download the PDF for your own message.
Create the Estimate That Goes With Your Email
Prepare the document before writing the message. Keep the detailed scope and terms here so the customer can review them together.
- Your Business: Add your business name and contact details so the customer knows who sent the estimate.
- Your Logo: Use your business logo to make the document recognizable.
- The Customer: Choose the customer or enter their name and contact details.
- Number and Dates: Check the estimate number and issue date. Set a valid-until date when useful.
- Expected Work: List the work with quantities and prices. Describe what each charge covers.
- Estimated Total: Check quantities, rates and applicable taxes. Docelf calculates the total.
- Terms and Sending: Explain assumptions in Terms and Conditions. Review, then email the estimate or download its PDF.
After You Send the Estimate Email
For an estimate sent from Docelf, check its history before following up. Opening the estimate shows that it was viewed; acceptance or decline is a separate response. Docelf updates the status and emails you when the customer accepts or declines online.
If the customer replies by email or tells you their decision by phone, you can mark the estimate as accepted or declined manually. When it is time to bill, create an invoice from the estimate and check the final work and price before sending it.
Estimate Follow-Up Email Example
Follow up around the response date you discussed with the customer. Use the same estimate number and job name so they can find the original message. This sample assumes the estimate is still valid.
Example: A Helpful Follow-Up
Subject: Following Up on Estimate [Estimate Number] for [Job]
Hi [Customer Name],
I wanted to check whether you had a chance to review estimate [Estimate Number] for [Job or Service].
The likely total is [Amount], and the estimate is valid until [Date]. Reply if you have questions or if the scope or timing has changed. I can revise the estimate before you decide.
Thanks,[Your Name][Business Name]
Sending a Revised Estimate
Update the estimate before writing the new message. Use “Revised” in the subject, name the change, and ask the customer to use the new copy. For example: “I've attached the revised estimate for the kitchen repair. It now includes replacing the damaged cabinet panel. Please use this copy in place of the one I sent on [Date].”
If the earlier estimate has expired, check the prices and timing before giving a new valid-until date. Make sure the date and total in the email match the revised document.
What Goes in the Email and What Stays in the Estimate
Use the message for context and the document for the details the customer may need to review later.
| Topic | Estimate | |
|---|---|---|
| Purpose | Introduce the document and next step | Present the expected work and likely price |
| Job reference | Short recognizable name | Customer, location and fuller scope |
| Price | Total only when useful | Line items, discounts, taxes and likely total |
| Terms | Mention a response date when useful | Assumptions, exclusions, timing and full terms |
| Response | Ask the customer to review, reply or say whether they want to go ahead | Keep the accepted or declined status with the estimate |
More Estimate Layouts for Your Email
Choose a layout that makes the scope and likely price easy to review. Keep the detailed charges in the estimate and the introduction in your email.
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Blank Estimate Layout for Email
Create Free Estimate -
Simple Estimate Layout for Email
Create Free Estimate -
Downloadable Estimate Layout for Email
Create Free Estimate -
Editable Estimate Layout for Email
Create Free Estimate -
Fillable Estimate Layout for Email
Create Free Estimate -
Professional Estimate Layout for Email
Create Free Estimate
Related Estimate Wording and File Templates
The letter guide helps with a longer introduction. Use the document guide for a fuller scope, the downloadable guide for a finished file, or browse all estimate formats.
Estimate Email Template FAQs
Find answers about the message, subject line, follow-up and customer response.
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What should an estimate email say?
Name the job or service, tell the customer the estimate is ready and give one next step. Keep the detailed scope, line items, likely price, assumptions and terms in the estimate itself.
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What is a good subject line for an estimate email?
Use a subject the customer can recognize later, such as “Estimate E-1048 for Office Painting” or “Your Estimate for the Kitchen Repair.”
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Should I put the full estimate in the email?
Usually no. Use the email to introduce the estimate and explain what to do next. Keep the full scope, likely price and terms in the estimate document.
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Can I email an estimate directly from Docelf?
Yes. You can email estimates directly from Docelf and view delivery and opening information in the document history. Creating or saving the estimate does not send it; you must choose to send it.
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Can I see when the customer opens or responds to the estimate?
Yes, when you email the estimate from Docelf. Customers can accept or decline it online without an account. Docelf updates the status and emails you when they accept or decline. A PDF attached in your own email app does not report those actions to Docelf.
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When should I follow up on an estimate email?
Follow up around the response date you discussed, or before the estimate expires if the customer needs time to decide. Name the estimate and job, and ask whether they have questions. If the estimate has expired, check prices and timing before renewing it.
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How formal should an estimate email be?
Match the customer relationship and the job. A clear greeting, short explanation and direct next step usually sound more professional than stiff or overly formal wording.
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Can I create an invoice after the customer accepts the estimate?
Yes. Create the invoice from the accepted estimate in Docelf and reuse the relevant customer, item, price and document details.
Ready to Send the Estimate With a Clear Message?
A clear message starts with an estimate the customer can review easily.
- Create the estimate for the job you discussed
- Review the scope, likely price and terms
- Email it from Docelf or download the PDF
