Free template · Copy & paste
Free painting estimate template
Copy a blank painting estimate or the example below — prep, coats, and exclusions spelled out so customers do not argue later.
How to use this template
- 1Tap Copy on the blank template (or the example).
- 2Paste into Notes, Messages, or email.
- 3Replace every [fill in] with your job details and prices.
Blank template — fill in your job
Every line says [fill in]. Change those to your customer, scope, and prices.
YOUR BUSINESS Business name: [fill in] Phone: [fill in] Email: [fill in] CUSTOMER & JOB Customer name: [fill in] Job address: [fill in] Estimate number: [fill in] Today's date: [fill in] Quote good until: [fill in — often 14 days] PROJECT NAME [fill in — e.g. Interior repaint, 4 rooms] WHAT WE WILL DO • [fill in — furniture cover, floor protection] • [fill in — prep: holes, sand, prime] • [fill in — coats on walls/ceilings, colors] • [fill in — trim and doors] NOT INCLUDED (say "none" if everything is covered) • [fill in — e.g. moving heavy furniture] • [fill in — e.g. lead paint or major drywall] PRICE • Labor — prep and painting — $[amount] • Materials (paint, primer, caulk) — $[amount] • Rooms or sq ft included — $[amount] TOTAL: $[fill in] Deposit: [30]% = $[fill in] — due when customer approves Balance: due when job is finished HOW TO APPROVE Reply YES to this message, or use the quote link I send you.
Example quote — copy and edit
Realistic sample with numbers. Change names, scope, and dollar amounts for your job.
Hillside Painting Co. (Customer: Sarah Johnson) 88 Maple Dr, Round Rock TX Project: Interior repaint — 4 rooms Quote #218 · Good for 14 days WHAT WE WILL DO • Move and cover furniture; drop cloths on floors • Prep: fill nail holes, light sand, spot-prime repairs • Two coats latex on walls & ceilings (customer colors) • Trim: one coat semi-gloss on baseboards & casings NOT INCLUDED • Moving heavy furniture or appliances • Lead paint abatement or major drywall repair PRICE • Labor — prep & two-coat application — $2,800 • Materials — primer, paint, caulk — $650 • Rooms included (4) — $750 TOTAL: $4,200 Deposit (30%): $1,260 Balance: $2,940
Quick checklist — before you leave
- 1Number of rooms or sq ft
- 2Sheen by surface (walls vs trim)
- 3Who supplies paint
- 4Access / occupancy notes
Preview — customer quote link
Hillside Painting Co.
Proposal for
Sarah Johnson
88 Maple Dr, Round Rock TX
Interior repaint — 4 rooms
Valid 14 days from send date
Scope of work
- Move and cover furniture; drop cloths on floors
- Prep: fill nail holes, light sand, spot-prime repairs
- Two coats latex on walls & ceilings (customer colors)
- Trim: one coat semi-gloss on baseboards & casings
Not included
- Moving heavy furniture or appliances
- Lead paint abatement or major drywall repair
Your price
- Labor — prep & two-coat application
- $2,800
- Materials — primer, paint, caulk
- $650
- Rooms included (4)
- $750
30% deposit ($1,260) due on approval
Sample layout — send live quotes with BuildQuote
↑ What a polished quote link looks like in BuildQuote (approve + deposit on their phone).
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What to include in a painting estimate
Painting bids get compared on prep and coats, not just square footage. Spell out surfaces, sheen, who supplies paint, and what you will not do so your price does not get undercut by a vague competitor quote.
Rooms, surfaces, and square footage
List each room or area (walls, ceilings, trim, doors, cabinets). Note approximate sq ft or room count so the customer knows the quote matches the walkthrough.
Surface prep included
Describe prep: filling nail holes, light sanding, caulking gaps, spot priming repairs. “Prep included” without detail is where most painting disputes start.
Number of coats and finish
Specify coats on walls vs trim and the sheen (e.g. flat walls, semi-gloss baseboards). Two coats on walls and one on trim is a common interior standard — state it explicitly.
Who supplies paint and colors
Say whether you or the customer buys paint, and whether color selection is finalized before start. Change orders for premium lines or extra coats should be called out here.
Protection and cleanup
Cover floors and furniture, mask fixtures, and note whether moving heavy items is included. Cleanup and touch-up policy belong in the scope, not assumed.
Exclusions
Lead paint, major drywall repair, wallpaper removal, and exterior work in bad weather are common exclusions. List them so “that was included” never comes up mid-job.
Price, deposit, and schedule
Break out labor, materials, and any room-based allowances. State deposit percentage, quote validity, and when you can start relative to color finalization.
Contractor estimate best practices
Write it on site while details are fresh
Measure, note access issues, and capture exclusions before you drive away. Quotes written at night from memory miss the edge cases that become change orders.
Use language the homeowner understands
Skip trade jargon unless you explain it. “Two coats on walls, one coat semi-gloss on trim” beats “full interior application per spec.”
Set an expiration date
Material prices and your schedule change. A 14-day validity date creates urgency and protects you from honoring an old number months later.
Send a link, not a screenshot
A branded quote link looks professional on mobile, is easy to forward to a spouse, and can include approve-and-pay in one step — better than a PDF lost in a group text.
Follow up within 48 hours
A short text — “Any questions on the quote I sent?” — often closes the gap between “looks good” and “approved.” Most jobs are lost to silence, not price.
Frequently asked questions
- How do painters calculate estimate price?
- Most interior jobs combine room count or wall sq ft with prep level, ceiling height, and trim detail. Factor paint cost (if you supply it), labor hours, and difficulty — high ceilings, occupied homes, and dark-to-light color changes take longer.
- Should a painting estimate include paint cost?
- Either show materials as a separate line or roll them into labor with a note that you supply standard lines. If the customer provides paint, say so — and exclude premium upgrades unless quoted.
- What deposit do painters typically ask for?
- 30% on approval is common for interior work; 50% is more typical for exteriors or when you order large material quantities. Always tie deposit to quote acceptance and a clear start date.