How to get contractor quotes

Getting quotes is the most important step in any home improvement project. A good quote protects your budget. A bad one leads to surprise costs, missed deadlines, and arguments about what was included.

Here is how to get quotes that actually help you make a decision.

Step-by-step process

Step 1: Define your project

Before you contact a single contractor, get clear on what you need. You do not need blueprints, but you should be able to describe the work in specific terms.

Write down:

• What work needs to be done. “Insulate my attic with blown-in insulation” is better than “my house is cold.” “Replace 150 feet of wood privacy fence” is better than “I need a new fence.”
• The approximate size. Square footage for insulation and concrete. Linear footage for fencing. You do not need exact numbers, but ballpark estimates help contractors give more accurate quotes.
• Current conditions. Is there existing material that needs to be removed? Is the site flat or sloped? Are there access issues? The more a contractor knows upfront, the more accurate the quote.
• Your timeline. Do you need this done next week, next month, or next quarter? Rush jobs cost more. Flexible timelines give you more negotiating room.

Step 2: Set your budget range

You do not have to share your budget with contractors, but knowing your limits helps you evaluate quotes. Check our home improvement cost guide for realistic price ranges so you know what to expect before the first quote arrives.

Step 3: Get at least three quotes

Three is the minimum. This gives you enough data points to understand fair pricing in your area. If all three quotes are within 10% to 15% of each other, you are probably looking at the real market rate. If one quote is dramatically lower or higher, dig into why.

You can find contractors by:

• Using our service. Describe your project once and get matched with up to three contractors in your area. Get free quotes.
• Asking for referrals. Friends, family, and neighbors who have done similar work are the best source of contractor recommendations.
• Checking licensing boards. Your state’s licensing board maintains a database of licensed contractors.

Step 4: Verify credentials before the site visit

Before a contractor comes to your property, verify their basics:

• License. Look them up in your state’s licensing database.
• Insurance. Ask for certificates of general liability and workers’ compensation. Call the insurance company to confirm the policy is current.
• Reviews. Check Google, Yelp, and the Better Business Bureau. Look for patterns, not just star ratings.

This takes 10 minutes per contractor and eliminates problems before they start.

Step 5: Schedule site visits

A contractor who gives you a quote without seeing the property is guessing. Insist on a site visit for any project over $1,000. During the visit:

• Walk the contractor through exactly what you want done
• Point out any known issues (drainage problems, buried utilities, property line concerns)
• Ask questions about their approach and timeline
• Take notes so you can compare later

Step 6: Get written quotes

After the site visit, request a detailed written quote within a week. If a contractor takes more than two weeks to follow up, that tells you something about how they run their business.

Checklist: what to have ready before requesting quotes

Prepare these items before contacting contractors:

• Written description of the project scope
• Approximate measurements (square footage, linear footage, area dimensions)
• Photos of the work area (helpful for initial phone conversations)
• Access information (can trucks reach the work area? any HOA restrictions?)
• Timeline preferences (start date, deadline, flexibility)
• Budget range (for your own reference)
• List of questions you want answered
• Any material preferences (specific products, colors, finishes)
• Property survey or plot plan (for fencing projects near property lines)
• Existing material information (current insulation type, current fence material, condition of existing concrete)

What a good quote includes

A professional quote should include all of these items. If any are missing, ask for them.

• Scope of work. Exactly what the contractor will do, described in enough detail that there is no ambiguity.
• Materials. What products and brands will be used, including quantities and grades.
• Labor. How many workers, how many days, and who will be on-site (their crew or subcontractors).
• Timeline. Start date and expected completion date.
• Payment schedule. When payments are due and how much at each stage. Never pay 100% upfront.
• Warranty. What is covered and for how long. Get this in writing.
• Permit information. Whether permits are needed, who will pull them, and who pays the fees.
• Exclusions. What is not included. This is just as important as what is included.
• Change order process. How modifications to the scope will be handled and priced.
• Insurance information. Proof of general liability and workers’ compensation.
• License number. So you can verify independently.

If a contractor gives you a quote on the back of a napkin or refuses to put it in writing, find someone else.

How to compare quotes fairly

Comparing quotes is not just about finding the lowest number. Here is a systematic approach.

Create a comparison spreadsheet

Line up all your quotes side by side with these categories:

Check scope alignment

The most common reason quotes look wildly different is that contractors are bidding on different work. Before comparing prices:

• Are all contractors quoting the same work? If one quote is much lower, they might be skipping a step or using cheaper materials.
• Are materials the same grade? Higher quality materials cost more but may last longer or perform better.
• Is demolition included? Some quotes include removing old material. Others assume a clean site.
• Are permits included? This can add $50 to $500 depending on the project.

Evaluate the total value

Price is one factor. Also consider:

• Experience. How many similar projects has this contractor completed?
• Warranty. A lower price with no warranty is not really a lower price.
• Timeline. Can they start when you need? Will they finish when promised?
• Communication. Were they responsive and professional during the quoting process? That is a preview of how the project will go.
• Reviews. What do past clients say about the quality of their work?

Red flags to watch for

During the quoting process

• Demands full payment upfront. A reasonable deposit is 10% to 30%. Anything more is risky.
• No written quote. If it is not in writing, it does not exist.
• Pressures you to decide immediately. “This price is only good today” is a sales tactic, not a legitimate business practice.
• Cannot provide references. Every experienced contractor has happy past clients.
• No license or will not share the number. Walk away.
• Quote is significantly below others. A bid 30% or more below the competition usually means corners will be cut.
• Vague scope description. “Install insulation” is not a quote. “Install R-38 blown-in fiberglass insulation in 1,200 sq ft attic space” is a quote.

During the project

• Asks for more money before reaching agreed milestones. Stick to the payment schedule in your contract.
• Subcontractors you were not told about. You should know who is working on your property.
• Skipping inspections. If your project requires permits and inspections, they must happen. A contractor who “does not bother with inspections” is creating liability for you.
• Scope changes without written change orders. Any modification to the original agreement should be documented in writing with the cost impact before the work happens.

Negotiation tips

You can negotiate with contractors. Most homeowners do not try, and they leave money on the table.

What you can negotiate

• Price. Especially if you have competing quotes. “I have a lower bid from another contractor for the same scope. Can you match it?” is a reasonable question.
• Payment schedule. You can push for less upfront and more tied to milestones.
• Timeline. If timing is flexible, ask if scheduling during their slow period would reduce the cost.
• Materials. Ask if there is a more cost-effective material that still meets your quality requirements.
• Add-ons. If you are already hiring them for one project, ask about a discount for additional work.

What you should not negotiate

• Safety. Never ask a contractor to skip permits, cut corners on materials, or reduce insurance coverage.
• Below cost. If you push too hard on price, the contractor either loses money (and cuts corners to recover) or walks away.
• Warranties. A shorter warranty to save a few hundred dollars is not a good trade.

How to negotiate effectively

• Get multiple quotes first. You cannot negotiate without leverage, and competing bids are your leverage.
• Be direct. “Your price is $X higher than another quote. Can you explain the difference or adjust?” is professional and effective.
• Be willing to walk away. The best negotiating position is not needing the deal.
• Put everything in writing. Any agreed changes to the quote should be documented before signing the contract.
• Be fair. Contractors are running a business. A reasonable negotiation gets you a fair price. An unreasonable one gets you poor work or a contractor who quits mid-project.

Questions to ask every contractor

Before you accept a quote, ask:

• Are you licensed and insured? Can I see proof?
• Have you done projects like mine before? Can I see examples or talk to past clients?
• Who will actually do the work? Will it be your crew or subcontractors?
• What happens if you find unexpected problems during the project?
• What is your payment schedule?
• What is not included in this quote?
• How do you handle change orders?
• What warranty do you offer?
• When can you start, and when will you finish?
• Will you pull the necessary permits?

The easy way to get quotes

We built TradeProven to simplify this process. Describe your project once, get matched with up to three contractors in your area, and compare quotes on your terms. No sales calls from us, no obligation, completely free.

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