A Written Decorating Quotation Checklist

A low price can look reassuring until the work begins and you discover that filling, sanding, materials or repairs were never included. A written decorating quotation checklist helps you understand exactly what you are paying for, compare contractors fairly and avoid awkward surprises once your home, rental property or business premises are being prepared.

For decorating work to last, the quotation needs to cover more than the final coat of paint. It should show the standard of preparation, the products being used, the areas included and the practical arrangements that protect your property while work is underway.

Why a written quotation matters

A verbal price is useful as an early indication, but it leaves too much open to interpretation. One decorator may have allowed for a simple repaint of sound walls, while another has priced for repairs, stain blocking, careful sanding and two full finish coats. Those are not like-for-like prices, even if both are described as painting a room.

A clear written quotation creates a shared understanding before the job starts. It gives you a proper record of the agreed work, lets you budget with greater confidence and makes it easier to raise questions before they become a problem. It also gives the decorator a fair basis for planning labour, materials and timescales.

For landlords and commercial clients, this clarity is particularly useful. It can help with approval processes, tenant communication, scheduling and keeping records of property maintenance.

Written decorating quotation checklist

Use the following points when reviewing a decorating quote. Not every project needs the same level of detail, but a professional quotation should make the important decisions visible.

• The exact areas being decorated. Rooms, walls, ceilings, woodwork, external elevations, doors, windows, staircases or specific features should be identified. Where only certain surfaces are included, this should be clear.

• Preparation work. Look for details on filling cracks and holes, removing loose material, washing down, treating stains, caulking gaps, sanding, priming and making good minor defects. Preparation is often where durable work is won or lost.

• Repairs and their limits. Small surface repairs may be included, but larger plaster repairs, rotten timber, damaged render or hidden defects may need separate pricing. The quotation should say what has been allowed for and what would be treated as additional work.

• Paint and material specification. It should state the paint brand or quality level, finish type and colour where known. For example, walls may require durable matt, while skirting boards may need a hard-wearing satinwood or eggshell finish. It is reasonable for final colours to be agreed before materials are bought.

• Number of coats. A quote should explain whether it includes a mist coat, primer, undercoat and one or two finish coats where required. Some colour changes, strong shades and problem surfaces need extra coats. A fixed promise of one coat regardless of condition can be a warning sign.

• Wallpapering details, where relevant. Confirm whether old paper is being stripped, walls are being lined, pattern matching is included and who is supplying the wallpaper. The condition of the wall beneath existing coverings can affect both the price and programme.

• Protection and cleanliness. Ask how floors, furniture, worktops and fittings will be protected. Dust control matters, especially where sanding is needed or a property remains occupied. A dustless sanding system can significantly reduce airborne dust, but sensible masking, coverings and daily tidying still matter.

• Labour, materials and any VAT. The quotation should make clear what is included in the total. If items are provisional, such as specialist paint, access equipment or extensive repair work, they should be identified rather than hidden in vague wording.

• Access and working arrangements. This may cover parking, keys, alarm procedures, working hours, scaffolding, ladders and access to water or power. For a business, it should also address how disruption will be minimised around staff, customers and trading hours.

• Start date and expected duration. Weather can affect exterior work, and drying times can influence an interior programme. A dependable contractor will give a realistic anticipated timescale rather than a promise that ignores the practicalities of the job.

• Payment schedule. You should know when payment is due and whether a deposit is needed for substantial material orders. Be cautious of requests for full payment well before work has been completed.

• Insurance and responsibility. Check that the decorator holds suitable insurance and that the quotation confirms responsibility for their work. At Ellis Painting & Decorating, full insurance cover up to £1 million is part of providing customers with confidence while work is carried out.

Read the preparation section closely

When comparing quotations, the preparation section deserves more attention than the paint colour. Fresh paint can make a surface look better for a short time, but it cannot permanently hide flaking coatings, damp staining, movement cracks or poor adhesion underneath.

A good quotation should reflect what the decorator could see during the visit. It may mention filling and sanding small defects, spot priming bare areas, sealing stains or treating mould where the underlying cause has been resolved. If the issue cannot be properly assessed until old wallpaper is removed or timber is opened up, that should be stated honestly.

There is a balance to strike. A quotation cannot predict every concealed defect in an older property, and a contractor should not inflate the price for problems that may never appear. What matters is that there is a clear process for discussing and approving any additional work before it is carried out.

Check that products suit the room

The cheapest paint is not always the most economical choice. Hallways, kitchens, children’s rooms, rental properties and commercial spaces can all benefit from more durable, washable finishes. Bathrooms need products appropriate for condensation and good ventilation. Exterior surfaces need coatings suited to the material and the local weather exposure.

This does not mean every surface needs the most expensive product available. A low-traffic spare room may only need a good standard emulsion, while a busy shop corridor may justify a tougher system. Your quotation should show that the finish has been chosen for the setting, not simply because it was the quickest option.

If you have not chosen colours yet, ask whether colour advice, sample testing and final colour confirmation are included in the process. Colours can look very different in a north-facing room, under warm lighting or against existing flooring and furnishings.

Know what is excluded before you agree

Exclusions are not automatically a concern. In fact, they often show that the contractor is being straightforward about the boundaries of the work. Common exclusions can include major plastering, electrical work, moving heavy furniture, replacement joinery, scaffolding, waste from other trades and repairs caused by active leaks or damp.

Read these points alongside the main scope. If you expect a room to be fully cleared, curtains removed or furniture moved, make sure it is agreed in writing. If you prefer to move personal possessions yourself, allow time to do so before the start date. A clear, accessible workspace helps the job run safely and keeps progress steady.

For external projects, check whether the quote includes access to high areas, protection of paths and planting, and a plan for weather delays. Exterior decoration should not be rushed onto damp or unsuitable surfaces simply to meet an arbitrary date.

Compare quotations fairly, not just by the total

If one quotation is much lower than the others, ask what differs. It may be a sensible saving, such as using a different paint range or working around an empty property. Equally, it may omit preparation, materials, protection or sufficient coats.

A useful way to compare quotes is to place them side by side and look at the scope, preparation, materials, duration and exclusions first. Then compare the price. The best value is the quote that gives you confidence in the standard of work and the clarity of the agreement, not simply the lowest number on the page.

Before accepting, ask any questions you have while there is still time to adjust the scope. A professional decorator will be happy to explain what is included, why a particular preparation method is recommended and how the property will be kept tidy. That conversation is often the first sign of how the work itself will be managed.

A well-written quotation should leave you feeling prepared rather than pressured. When the details are agreed early, your decorator can focus on careful preparation and a finish you will be pleased to live or work with long after the paint has dried.