The Contractor Who Quotes by Text Message
Your quoting method is not just how you deliver a number. It is a signal that tells the customer how you run your business, how organized you are, and whether you take their project seriously.
The Signal Decoder - What Each Method Communicates
Every quoting method broadcasts a signal to the customer before they even read the number. The format is the first impression. The price is secondary. This is similar to how your pricing page can scare people away - the way you present the number matters as much as the number itself.
Quote Signal
Definition: The unspoken message that a quoting method communicates to a customer about the contractor's professionalism, reliability, and business maturity. The signal is independent of the price itself - a 5,000-dollar quote sent by text and a 5,000-dollar quote sent as a PDF proposal trigger completely different customer responses.
Text Message
Signal: "I am disorganized and this is not a real business"
What the Customer Thinks
- This person does not take my project seriously
- There is no record I can reference later if something goes wrong
- I have no idea what is included in this price
- This feels like a side hustle, not a professional operation
What It Lacks
- No line-item breakdown
- No business name or branding
- No scope of work
- No terms or timeline
- No way to compare against other quotes
Real Impact
The customer screenshots it, sends it to their spouse, and the spouse says 'this looks sketchy.' The number is meaningless without context. A competing contractor who sent a formatted email with a breakdown wins by default.
Email (Plain Text)
Signal: "I am somewhat professional but not fully organized"
What the Customer Thinks
- At least I have something in writing I can reference
- This person took the time to type it out
- Still no clear breakdown of what the price covers
- Better than a text, but not impressive
What It Lacks
- No visual formatting or branding
- No clear line items unless manually typed
- No terms or conditions
- Easy to lose in a cluttered inbox
Real Impact
A plain-text email quote sits in the middle. It is forwardable and searchable, which beats a text message. But it does not differentiate you from anyone else. The customer reads it, nods, and keeps shopping.
PDF Proposal
Signal: "I run a real business and I take your project seriously"
What the Customer Thinks
- This person is organized and professional
- I can see exactly what I am paying for
- I can share this with my spouse or partner easily
- This company has done this before - they have a system
What It Includes
- Business name, logo, and contact information
- Itemized scope of work with clear descriptions
- Materials and labor broken out separately
- Timeline, payment terms, and warranty information
- Professional formatting that is easy to read
Real Impact
The PDF gets saved to the customer's desktop, forwarded to their partner, and printed for reference. It becomes the benchmark against which every other quote is measured. The contractor who sends the PDF sets the standard for the job.
In-Person Walkthrough + Written Follow-Up
Signal: "I am invested in getting this right and I respect your time"
What the Customer Thinks
- This person actually looked at the job before quoting
- They asked questions nobody else asked
- The follow-up document proves they were listening
- I trust this estimate because they saw the reality on site
What It Includes
- Face-to-face conversation about the actual conditions
- Opportunity to build trust and rapport before money is discussed
- Written follow-up that references specifics from the visit
- Demonstrates investment of time - signals the contractor values the job
- Allows the contractor to spot complications before they become change orders
Real Impact
The in-person visit plus written follow-up is the highest-trust combination. The customer feels heard. The contractor avoids surprises. The follow-up document gives the customer something tangible to review at home. This method wins jobs even when the price is not the lowest.
Side-by-Side Comparison
When a customer collects three quotes, they compare more than price. They compare the experience of receiving each quote. The format influences how they perceive the value. This is the same principle behind why your invoice is your last marketing touchpoint - every document you send is a brand impression.
The Quote Trust Formula
A text message scores low on transparency, format, and investment, while doing nothing to reduce risk perception. A PDF proposal scores high across all four factors and actively reduces risk. Same price, different perceived value.
| Factor | Text | In-Person | ||
|---|---|---|---|---|
| Price Transparency | None | Partial | Full | Full |
| Shareability | Screenshot only | Forwardable | Save, print, share | Document + memory |
| Professionalism Signal | Very Low | Medium | High | Highest |
| Dispute Protection | None | Some | Strong | Strong |
| Time Investment Required | 30 seconds | 5-10 minutes | 15-30 minutes | 1-2 hours |
The 30-Second Quote Costs You Hours
Contractors justify text message quotes by saying they save time. The math does not support this. A 30-second text quote that loses the job costs you the entire revenue from that project. A 15-minute PDF proposal that wins the job returns that time investment many times over. The "quick quote" is not efficient - it is a shortcut that signals you cut corners. If you are worried about time management as a business owner, it helps to understand what a business owner actually does from 6am to 6pm and where quoting fits into that day.
The Spouse Test - How Your Quote Travels
Most home service decisions involve two people. The homeowner who requested the quote shows it to their spouse or partner before deciding. Your quote needs to make sense to someone who was not there when you explained it. As covered in the spouse who actually decides everything, the second reviewer often has the real veto power.
What the Spouse Sees (Text Quote)
- A screenshot of a number with no name attached
- No scope - "What does this even include?"
- No comparison point - impossible to evaluate against other quotes
- Immediate reaction: "This does not look legitimate"
What the Spouse Sees (PDF Proposal)
- Company name, logo, and contact info on the document
- Line items showing exactly what the money covers
- Easy to compare side-by-side with competing quotes
- Immediate reaction: "This person is professional"
The Document Is Your Proxy
When the spouse reviews quotes at the kitchen table, you are not there to explain yourself. Your document is your representative. A text message is a representative that shows up in sweatpants. A PDF proposal is a representative that shows up in a clean uniform with a clipboard. The document speaks for you when you cannot speak for yourself. This is also why ranking outreach channels from worst to best always puts channels with documentation above those without.
Frequently Asked Questions
QIs it ever acceptable to send a quote by text message?
Only for very small, simple jobs where the customer has explicitly asked for a quick number - like a minor repair they have already described in detail. Even then, follow up with a written confirmation that includes a scope description. The text should never be the final record of an agreement.
QWhat should a basic email quote include at minimum?
At minimum: your business name, the customer's name, a description of the work, an itemized price breakdown, an estimated timeline, and your payment terms. This turns a plain number into a professional communication that the customer can reference and share.
QDo customers actually compare quote formats, not just prices?
Yes. When a customer receives three quotes and one is a text message, one is a plain email, and one is a formatted PDF with line items, the PDF creates an immediate credibility advantage. Customers use format as a proxy for how organized the contractor will be on the job.
QHow long should I wait before sending a quote after a site visit?
Within 24 hours. Speed matters because it signals responsiveness. A detailed quote that arrives the same evening or next morning tells the customer you are organized and eager. A quote that takes a week signals disinterest or disorganization.
QDoes quoting format matter more for expensive jobs?
The higher the dollar amount, the more format matters. A customer hiring someone for a 500-dollar job might accept a text. A customer reviewing a 15,000-dollar kitchen remodel needs a document they can study, share, and compare. The format must match the weight of the decision.
Quote Grading Rubric
Grade your current quoting process against each criterion. Every letter grade you improve moves you closer to winning jobs on professionalism, not just price.
Price Transparency
Every line item visible with materials and labor separated.
A single lump number with no breakdown or explanation.
Document Quality
Branded PDF with logo, contact info, and professional formatting.
A text message or verbal estimate with nothing in writing.
Scope Clarity
Detailed description of every task, material, and deliverable.
No scope at all - the customer guesses what is included.
Response Speed
Quote delivered within 24 hours of the inquiry or site visit.
Quote takes a week or more, or requires the customer to follow up.
Shareability
Document can be saved, printed, forwarded, and compared easily.
Quote exists only in a text thread that gets buried.
Personal Investment
In-person walkthrough with site-specific notes in the follow-up.
Quote given without seeing the job, based on a phone description.
The Bottom Line
The contractor who sends a text message quote is not saving time. They are telling the customer that the job is not worth the effort of a proper document. The contractor who sends a PDF proposal with line items, terms, and branding is saying the opposite: this project matters, I take it seriously, and I run a real business. The quote is not just a number. It is your first deliverable. Make it look like the work you want to be hired for.