Writing a quote clients accept

You send a price in a two-line email. The client replies "thanks, we'll get back to you" and never does. Somewhere in that silence a competitor sent something that looked like an offer, and they got the wedding.

A quote is not a number. It is the document that lets a stranger picture the night and say yes without a phone call.

What a quote is for

The client is choosing between 3–5 bands with similar videos and similar prices. The quote is the only thing you control after the enquiry. It has to do 4 jobs: show you understood the brief, show exactly what they get, remove the questions they would otherwise have to ask, and make accepting easy. A quote that does those 4 things wins against a cheaper one that does not, most of the time.

Structure that sells

Use the same order every time. Clients read the top and the bottom; the middle is for reassurance.

1. Event summary (3 lines). Date, venue, occasion, guest count, what they told you matters: "Saturday 20 June 2027, Villa Rosa, Bologna. Wedding for 120 guests. You asked for a mix of Motown, 80s and current pop with a strong dance floor after dinner." This one paragraph proves you listened. Bands that skip it look like a price list.

2. The offer, in sections. Each section has a title, a one-line description, and a price. Typical wedding quote:

• Band performance: 5-piece, 3 × 45-minute sets between 20:30 and 00:30, professional PA and stage lighting for up to 150 guests, background music between sets. 2,900 EUR.
• Ceremony music: acoustic duo, 30 minutes plus entrance and exit songs. 450 EUR.
• Drinks reception: acoustic duo, 60 minutes. 400 EUR.
• Travel and set-up: from Milan, early arrival for 15:00 ceremony. 180 EUR.

3. Optional extras, clearly marked optional, each with a price: DJ service until 01:30, extra 45-minute set, a song outside the repertoire learned for the first dance, a second vocalist. Three to five options, no more.

4. What is included as a short list: PA and lights, sound engineer, travel within 50 km, public liability insurance, setlist consultation call 4 weeks before, first dance in your chosen key.

5. What is not included or assumed: a meal for 5 at the venue, parking for a van, access from 15:00, a 4 × 3 m stage area, 2 × 16 A power circuits. This section prevents 90% of the day-of-show disputes.

6. Terms, briefly: deposit 30% to confirm the date, balance 14 days before, cancellation policy in one sentence with a link to the full text, quote valid until a date 14 days out. See deposits and cancellation policies.

7. Next step. One sentence: "To book, reply to this email or accept via the link, and we'll send the contract and deposit invoice the same day."

Options, not versions

Do not send 3 separate quotes. Send one quote with a base and options. Clients who see "Standard / Premium / Deluxe" tend to pick the middle; clients who see one clear offer plus extras tend to add 1 or 2 extras. The average quote value goes up and the decision gets easier, because the client is choosing extras rather than choosing between bands.

If the client asked for a cheaper option, add a section called "Smaller line-up" with the price for a 4-piece or a duo, rather than lowering the 5-piece.

Clarity beats charm

Every sentence in a quote should answer a question the client would otherwise have to ask. Common questions to pre-empt:

• How long do you play, and when? Set times, not just "3 sets".
• What happens between sets? Playlist through your PA, or a DJ service.
• Do you need anything from us? Meal, parking, power, stage.
• Can we choose songs? Yes, up to 10 must-plays from the list, 4 weeks before.
• What if it rains? For outdoor gigs: covered stage required, and what happens if it is not provided.
• What if you cancel? A one-line answer and a link to the policy.

Avoid: "world-class", "unforgettable", "we pride ourselves". The client's decision is made by the video and the reviews; the quote's job is to remove friction, not to add adjectives.

Validity and price

Put an expiry date on every quote, 14 days for peak season, up to 30 in the quiet months. It gives you a legitimate reason to follow up and it stops the client coming back in 8 months expecting the same price for a date you have since been offered twice.

Show VAT status plainly: "All prices exclude VAT at 22%" or "no VAT applies", depending on your situation. Clients who get a surprise 20% on the invoice do not rebook. See VAT and invoices for bands.

The follow-up sequence

Most quotes are lost to silence, not to a competitor. A simple sequence recovers a lot of them:

• Day 0: send the quote. Same day as the enquiry if possible; within 24 hours always. Speed is the biggest single predictor of a yes.
• Day 3: one line. "Did the quote come through OK? Happy to jump on a 10-minute call if it helps."
• Day 8: a useful message, not a nudge: a link to a recent video from a similar venue, or an answer to a question they asked.
• Day 13: "The quote is valid until Friday and we've had another enquiry for that date. No pressure, just so you can plan." Only say this if it is true.
• Day 20: close the loop. "I'll assume you've gone another way; if plans change, we'd love to hear from you." A surprising number reply to this one.

Track every quote: sent, opened, accepted, declined, expired. After 30 quotes you will know your conversion rate and which step is losing people. Your outreach system is only as good as its close.

Do this today

1. Take your last quote and rewrite it in the 7-section structure. Time it: under 20 minutes with a template.
2. Write your "included / not included" lists once and reuse them.
3. Set up the 5-step follow-up as calendar reminders or templates.
4. Add a validity date to your template.

Where expert.band helps

Quotes in expert.band are built from your catalog in sections with optional items, VAT handled, and sent to the client as a link rather than a PDF, so it opens on their phone and the current version is always the one they see. The quote's status (sent, accepted, declined) sits on the gig, which makes the follow-up sequence a glance rather than a search through sent mail. See why a quote link beats a PDF.