Dog training quote & proposal: how to write and send it

Dog training quote & proposal: how to write and send it Updated: August 2026 — Guide for dog trainers, training schools and behaviour consultants in the UK and Ireland. What must appear on a quote depends on your legal form, VAT status and contract type — this is not tax or legal advice. Check templates with your accountant. A quote is a commercial offer; an invoice is accounting — Rintintin Pro does not replace your UK/IE invoicing stack (Xero, FreeAgent, accountant). A clear Word/PDF template beats a fancy tool with vague lines. A quote (or proposal) frames the work before the first paid block: session count, price, validity, location. It stops “I thought the pack included urban walks” or “you said £60”. Useful even without software — content matters more than the app. When to quote instead of booking direct | Situation | Quote recommended? | |-----------|--------------------| | 5 / 10-session pack with discount | Yes | | Behaviour consult + 3-month support | Yes | | Bespoke (home + travel) | Yes | | Fixed group course, bookable online | Often no | | Owner / company needs a document | Yes | Quote = sales base; invoice = accounts — do not mix them up. Quote vs proposal (everyday use): Legally there are nuances. Day to day, many trainers use proposal for a packaged offer and quote when scope still varies (behaviour, uncertain hours). What matters: clear total or transparent range, validity, terms — not the label. Structure of a dog training offer Header - Your details (name/business, address, email, company number / VAT number if applicable — accountant); - Quote number (e.g. QT-2026-042); - Date and valid until; - Client: name, email, dog (name, breed if several dogs). Service lines Each line understandable without a call: | Element | Example | |---------|---------| | Description | 5× loose-lead sessions (60 min) | | Quantity | 5 | | Unit price | £65 | | Line total | £325 | Good: session length, location (venue, home), included / excluded (travel, written plan, equipment). For behaviour: separate first consultation and follow-ups. Money block - Subtotal, total; - Pack discount if any; - Whether price is VAT inclusive or + VAT — do not guess; use your accountant’s template. Short note for the owner Goals, prerequisites (muzzle, vaccine card if relevant), booking sessions after acceptance — link to weekly planning. Terms - Validity (often 15–30 days); - Cancellation; - Deposit on acceptance; - Book sessions within X months after acceptance. Align the amount with prices & packages — phone price ≠ PDF price. Several dogs at home: quote per dog or one explicit line per animal — avoids fights over which dog is in the 10-pack. UK: quotes that convert | Practice | Why | |----------|-----| | PDF or clear email with expiry (7–14 days) | Stops endless “thinking about it” | | Scope + sessions + travel on one page | Reduces WhatsApp haggling | | Deposit link in the quote | Short path to diary booking | | VAT line if registered | Owners compare gross prices | How to send the quote Email (standard) - PDF attached or secure link; - Subject: “Dog training quote — [dog name] — valid until [date]”; - Repeat validity in the body; - Acceptance: reply email, signature, or “I accept QT-2026-042”. After the first consultation Owner leaves with a PDF — acceptance often the same evening. Log status on the client file. Keep a copy File with send date — disputes, follow-up, accountant. Acceptance and next steps Accept by email, signature or verbal confirmation (capture in writing). Then: 1. Deposit or online payment; 2. Sessions in the diary / online booking; 3. Invoice via your normal process — external tool or accountant, not a promise of “full tax invoicing magically from the booking app”. Acceptance ≠ invoice. Indicative examples (2026) Puppy pack — 5 sessions | Line | Qty | Unit | Total | |------|-----|------|-------| | Puppy session 60 min | 5 | £55 | £275 | | Pack discount | 1 | −£25 | −£25 | | Total | | | £250 | Valid 30 days. Sessions within 3 months. Behaviour: first consult + 2 follow-ups | Line | Qty | Unit | Total | |------|-----|------|-------| | First consult 120 min | 1 | £130 | £130 | | Follow-up 60 min | 2 | £75 | £150 | | Total | | | £280 | Travel outside postcode band: +£15/visit or stated separately. Group course (when a quote is still useful) Corporate / rescue / multi-dog household may want a document even if the public page has a fixed fee — reuse the same line items as your course product. What not to put in the quote - Guaranteed behaviour outcomes (“will never pull again”); - Medical diagnoses; - Vague “training as needed” with no hours; - A price that only exists on WhatsApp; - Contradictory cancel/deposit rules vs your live terms. Mistakes that kill conversion - Sending three days late with no “valid until”; - PDF without dog name (household with three dogs); - Total missing travel when every session is a home visit; - No clear accept action; - Quoting then never following up (next article in the series); - Different price than the website packages. Setup checklist 1. One numbered template (header + lines + terms). 2. Decide when you quote vs book online. 3. Align totals with published pricing. 4. Add deposit + cancel links. 5. Email subject + validity in the body. 6. Log sent / accepted / declined on the client file. 7. Hand off to deposit + calendar within 48 h of acceptance. Frequently asked questions Is a quote legally binding in the UK? It can form part of how an offer is made — details depend on wording and context. This is not legal advice; keep terms clear and ask a solicitor if you sell large packages. Quote or just a price list? Price list for standard products. Quote when scope, travel or pack mix is bespoke. How long should a quote stay valid? Often 15–30 days. Shorter if your diary is full; longer for complex behaviour plans. Should I attach terms and conditions? Yes — or link to the live page covering cancellation and deposits. Can I send a quote by WhatsApp? You can send a PDF via WhatsApp; do not rely on a chat paragraph as the only record. Ireland vs UK — different templates? Same structure. Currency (€/£), VAT wording and company identifiers differ — localise with your accountant. Do I need software to quote? No. Template + PDF is enough. Software helps when you quote often and want status tracking. What if they accept then never pay? Your next step is deposit / pay-to-confirm — see payments. Acceptance without money is not a booked diary. Further reading - Dog training prices UK: packages & rates - Dog trainer booking deposit: cut no-shows - Dog trainer payments: in person vs online - Dog trainer product page (EN) Rintintin Pro helps dog professionals keep clients and bookings in one place — see the dog trainer page. It will not invent your line items. Write a clear quote, set a validity date, then move accepted offers into deposit and diary without renegotiating every pound. --- Practical guidance only — not legal, tax or accounting advice. Information current as of August 2026. Native review recommended before indexing.