Repair Estimate Template

Information to Include in a Repair Estimate

While the contents of a repair estimate will vary from job to job, there are some sections that clients will expect to see in any estimate.

Identifying Information

While estimates are typically non-binding, they do constitute a show of good faith toward the client. For any estimate, starting with general information and working toward more specific details makes for an intuitive layout. Here is some general information that should be included in a repair estimate:

• Person or company performing the work and contact info
• Customer or client and contact info
• Broad description of work (e.g. phone repair, refrigerator repair, bicycle repair, etc.)

Scope of Work

An accurate and clear description of the work to be performed is extremely important. This helps to avoid miscommunication and subsequent disagreement between parties. Additionally, it will be extremely difficult to provide an accurate total cost without first understanding the job. The scope of work should be detailed enough to accurately describe the repair work that will be done. With repair estimates, the repair person relies somewhat on experience in order to determine the scope of work.

Line Items With Associated Costs

Once the scope of work is known, total cost can be estimated by listing each of the items necessary to complete the job and including their individual costs. For example, a bicycle shop repairing a flat tire might list the following:

• Remove wheel and tire, check tire for damage
• Replace inner tube
• Reinstall wheel, inflate tire, and adjust brakes
• Parts
• Labor
• Total Cost

In this example, there is some crossover between scope of work and line items. That’s okay. The customer likes to know what they are getting for their money.

Payment Terms

Repair work typically is not paid for until the customer is satisfied. Under certain circumstances, payment terms may be different. Whatever the arrangement is, it should be clearly described in the estimate.

Notes

Notes are useful for including information about warrantees, for listing anything that is specifically being excluded from the work, and for identifying anything extraordinary or unusual about the work that should be recorded. Perhaps an item is scratched or dented when the repair person receives it, for example.

Things to Consider When Creating a Repair Estimate

There are a couple issues that can significantly impact the cost of a repair that the provider will likely need to factor into the assessment provided to the client.

Scope of Work May Require Investigation

In repair work, the solution is not always immediately apparent. A broken washing machine, for example, could have one of many things wrong with it. A certain amount of work may be necessary to identify the problem. In cases like this, the repair person should communicate their policies with regard to charges related to troubleshooting and diagnostics.

When the Job is Much Larger Than Expected

When diagnostics reveal that a repair will be more involved and costly than anticipated, communication with the customer is key. The customer should have a choice whether or not to proceed with the repair. Some estimates might include a percentage or dollar amount over that triggers this conversation.

How to Use the Repair Estimate Template

To use the repair estimate template, simply download and fill out or use our free estimate generator.