A spoken yes is not a booked job. To turn it into one, put an acceptance block on the quote that the client signs, state the deposit and start date in plain words, and send a confirmation message the same day.
The rules below come from Australian state regulators and differ by state. Check your own state’s page before you copy any wording. Other states, New Zealand and the United States are not covered here.
Why a spoken yes is not enough
Consumer Affairs Victoria tells tradespeople that a contract with the customer exists whether the agreement was verbal or written. That sounds comforting until there is a dispute. Western Australia’s building regulator says verbal agreements may hold little weight should a dispute arise.
So the problem is not only legal. A spoken yes leaves open what was included, what the price was, when you start and what happens if the client changes their mind. A signature closes those questions.
There is a second problem. Above a certain price, your state may require a proper written contract and not just an accepted quote. In New South Wales, residential building work over $5,000 including GST needs a written contract. In Victoria, a written major domestic building contract is required for work over $10,000. In Queensland, work valued at more than $3,300 needs a contract. Victoria’s contract laws were amended in 2025, with the new laws taking effect by 1 December 2026, so check the current rules there. On these jobs the signed quote is the start, not the finish.
What the quote acceptance block says
If you need a layout to start from, see the quote template for builders and tradies. Put the block at the bottom of the quote, above the signature lines. Keep it short:
- The quote number, date and the site address.
- The scope it covers, by reference to the quote, and what it leaves out.
- The price, whether it includes GST, and how any allowance items are handled.
- How long the quote is open for.
- How variations are handled: in writing, priced, and signed before the work starts.
- The deposit and when it is due.
- The expected start date or how it will be set, and that dates move with weather and approvals.
- Name, date and signature for the client, and for you.
On variations, New South Wales says they must be in writing, attached to the contract and signed by both parties. It is good practice everywhere.
If your job needs a full contract, the acceptance block can say the quote is accepted subject to signing the contract, and the contract is sent with it.
Deposit and start date
Do not write a deposit figure from memory. Deposit limits differ by state and some depend on the contract price. Two rules bear on the acceptance step. Queensland says a deposit is not required until a contract is signed. In New South Wales, where home building compensation cover is required, asking for a deposit before cover is in place and certified is illegal. The limits for NSW, Victoria, Queensland and Western Australia, each with the regulator’s page, are in building contract deposit limits by state. Check your own state’s current rules, or a solicitor, before you set the figure.
The start date is a promise you can keep only if you say what it depends on. Write it as “expected start the week of” plus the things that have to happen first, such as approvals or the deposit clearing.
The message to send the same day
Send it by email, with a short text pointing to it. Plain words:
Thanks for your yes on the quote for [address]. I have attached the quote with the acceptance page. Please sign and return it by [date] so I can lock in the week of [date]. The deposit invoice is attached and is due [when]. Once I have both, I will confirm your start date in writing. If anything on the page is not what we talked about, ring me and we will fix it before you sign.
It does three things: it puts the next step on the client, gives a date, and invites corrections early.
If they say yes but do not sign
Do not book the work in. Do not order materials. A client who says yes and goes quiet has usually hit a question they did not want to ask: the price, the deposit, a partner, or the start date.
Follow up in two days with one line: “Is there anything on the acceptance page you want changed?” If you hear nothing, ring. Keep your wording calm and specific; our guide to the follow-up email after a quote has wording for it.
Moving from yes to booked
You are booked when you hold these four things: a signed acceptance or contract, the deposit received, any insurance or approvals your state requires before you start, and a start date the client has confirmed in writing. Until then it is a hope.
Following up quotes is slow, careful work and most small businesses do it badly or not at all. If your jobs are leaking at that stage, our quote follow-up work covers it.
This is general information, not legal advice. Check with your regulator or a solicitor for your situation.
Common questions
Is an accepted quote a legally binding contract?
It can be, even when the acceptance is verbal, according to Consumer Affairs Victoria. Above your state’s price threshold you also need a written contract with set contents. Check your regulator.
What should a quote acceptance form include?
The quote reference, site address, scope and exclusions, price, how long the quote is open, how variations work, the deposit, the expected start and signature lines for both sides.
Can I ask for a deposit before the client signs?
No, not safely. Queensland says a deposit is not required until the contract is signed, and New South Wales bars a deposit until required insurance cover is in place. Check your state.
What do I do if a client accepts but will not sign?
Do not book the work in. Ask what they want changed, in one line, then ring. A yes without a signature is still an open quote.