Painting contractor quote template South Africa

“Paint house — R22,000” might win a rushed online lead, but it loses every dispute when the client thought ceilings, cornices, and garage doors were included. Break pricing into clear building blocks:

• Surfaces and scope — interior walls, ceilings, cornices, skirtings, doors and frames (single or double coat sides), architraves, built-in cupboards (faces only vs internals), steel windows, exterior walls, fascias, gutters (if in scope). Reference room names or floor plans so “all bedrooms” does not grow a spare room later.
• Quantities — m², linear metres, or fixed allowances — either measure on site and state the net m² per area, or quote a schedule attached to the quote (“as per attached BOQ / sketch”). If you use provisional quantities, say they will be reconciled on final measure.
• Substrate preparation — washing, sugar soaping, sanding, filler for nail pops and cracks, spot priming bare plaster, sealing water stains with appropriate primer, and dust protection / sheeting. Preparation is where margin lives — price it as its own section, not a vague “prep included.”
• Coat system and product specification — primer / undercoat brand and type, number of full coats, topcoat product and sheen (matte, low-sheen, velvet, semi-gloss on trims). If the client insists on a single unknown brand, name it on the quote so substitution arguments do not follow.
• Materials, tinting, and delivery — paint by litre bucket count or by allowance; note whether colour matching or deep-base tints carry a surcharge. State who collects from the trade desk if you are not delivering.
• Access and height — standard ladder work vs scaffolding, trestles, pole sanding, or boom lift where estate rules allow. Quote height allowances separately when more than single-storey ladder reach.

Interior quotes should mention furniture movement (who moves heavy pieces), floor protection, working hours in occupancy (noise, kids, pets), and whether airless spray is excluded unless itemised — overspray claims are expensive.

Exterior quotes should reference substrate type (plaster, face brick you are not painting, pre-painted fibre cement), blistering or chalking visible at inspection, and a weather line: work scheduled subject to dry film windows / rain. If high-pressure washing or fungicidal wash is required, line-item it.

Registered contractors charge 15% VAT on standard-rated labour and materials supplied. Show subtotal, VAT, and total. Estate agents and developers comparing quotes need to see the same structure — inclusive vs exclusive pricing is how you lose a tender on arithmetic, not quality.

If you are below the VAT threshold and not registered, quote a single ZAR total with no VAT line. Corporate clients may still ask for tax invoices from their other suppliers — your quote should state your status plainly up front.

Colour changes after materials are tinted are a classic margin leak. Your quote can include a line such as: “Final colour selection and signed approval required before order; re-tinting or additional coats due to colour change quoted separately.” If you include two sample pots in the price, say so. If not, exclude it.

For body-corporate or heritage overlays where colour pallets are prescribed, reference the approval sheet or estate guideline number so repaints ordered under duress do not become your rework.

Cash flow on materials-heavy repaint jobs often follows:

• Deposit on acceptance — commonly 30–50% on larger domestic jobs to cover paint order and mobilisation, especially when ordering 80+ litres in custom colours.
• Progress by area — e.g. 40% when prep and primer complete on quoted sections, balance on snag-free completion.
• Completion balance — due on handover with walkthrough sign-off; list retention only if you agreed it with commercial GCs.

State a workmanship period you will address snags within — e.g. 30 or 90 days for peel attributable to application, not impact damage or new structural movement. Manufacturer paint warranties sit with the supplier; say that clearly.

Exclude or call out explicitly:

• Rising damp, efflorescence, or leaks that need another trade before paint will hold
• Popcorn ceilings containing asbestos unless tested and cleared
• Lead paint abatement on heritage properties (specialist scope)
• Plant trimming, waterproofing, or repairs above painting-only remit
• Marking out parking or road closures for exterior boom access — who arranges and pays

• Quoting per m² without stating ceiling height band — double volume lounges destroy your day rate.
• No coat count — “two coats where needed” invites infinite touch-up requests.
• Omitting primer on bare plaster or repaired sections — failure gets blamed on your topcoat.
• Letting the client buy paint on special that is the wrong system for bathrooms or exterior.
• No completion walkthrough checklist — snags discovered three months later with no baseline photo.