How to Write a Professional Rental Quotation

A clear, accurate rental quote helps you win deals, increase revenue, and avoid costly mistakes. Many rental companies lose customers due to unclear pricing, hidden fees, or quoting delays—errors that hurt your bottom line and reputation.

A good rental quote starts with understanding what your customer needs and accurately calculating your costs and profit margin.

The quote should list the item being rented (including inventory or serial numbers), rental terms, rental length, and estimated cost, along with any accessories or add-ons. It may also include a checklist of the item’s condition and parts that detach but are not considered “accessories.”

For example, a customer may rent a Temporary Fence, along with accessories such as Anchor Weights and a privacy screen. However, the standard temp fencing base may not be noted as an accessory even though it is detachable. 

A rental quote is a formal document. However, once the potential renter decides to rent the item, they will need to sign a Rental Terms and Conditions agreement which is a legally binding contract. Start by assigning a unique quotation number to track the order. This should be at the top of every document related to the project. 

How to write a rent quotation?

Start by assigning a unique quotation number to track the order. This should be at the top of every document related to the project. 

Basic Information

Include the customer’s company name, contact person, phone number, email, project name, address, start date, and duration. The project location helps determine if accessories or extra stabilization are needed. Note surface conditions (concrete, grass, mud) and environmental factors like wind exposure.

If bidding, confirm the bid date and check if the site requires special access. If installation is included, ask about safety training for crews. List all products, materials, and services as line items, and add space for special instructions. 

Your Business Information

Provide your company’s name, address, contact details, and specify the branch sending the quote if applicable. Add your logo and website link for a professional look. Mention relevant certifications or licenses when needed. 

Include the terms and conditions of your service

State the validity period of the quote and payment terms, including due dates, accepted methods, and late fees. Outline costs for additional work, like extra transportation or labor if the customer underestimates product needs. Address changes that could affect service, such as incorrect measurements or site delays.

Include cancellation policies, liability clauses, and insurance requirements to clarify customer responsibilities before signing.

It's important to include all the necessary details in your rental quotation to avoid confusion and make the process straightforward. To help with this, we've created a free rental quote template you can download. With over 20 years of experience as a temporary fence rental company, SONCO understands the challenges of quoting accurately, and we’re happy to share our knowledge to support your business. Download now! 

Additional products and services

You can include an additional page or create a separate checklist and attach it to your quote, listing additional products and services that may benefit the customer. The sheet should have project details, POC details, and relevant requirements as well as the product information and description.

Most of your customers are not fencing experts. They may not realize that fencing in areas with high foot traffic need Anchor Bases that are highly visible. They may not know that fencing set up in areas prone to windy conditions need a little extra stabilization, thinking that the standard base will suffice.

It's your job to list these items along with why you are listing them. And you need to go over that with them verbally as well. People don’t know what they don’t know, and your recommendations could save them a lot of trouble, time, money, and legal and compliance issues.

Other accessories such as fence screens may seem cosmetic to the customer, but you can inform them of the benefits like increased privacy and security.

All the information that you’ve gathered on the project and the customer will factor into the add-on products that you choose. You can look at the project details, location, time of year, and duration – all these are key in determining supporting items to offer.

Educate your customers and explain why these products are essential or useful. Explain their benefits, especially from a cost perspective. Including the pricing can help them determine what fits in their budget or if they need to increase their budget to accommodate the extra.

How to properly price your quotation

Whether you're just starting to offer rentals or you’ve been quoting for years, getting pricing right is key. It should be fair, so it retains quality customers and attracts new ones while helping you remain competitive in the market. And of course, it should generate a profit for your company while covering your costs.

Take a look at other rental businesses in your region: Are they charging by the duration of the rental? Are they charging by perimeter length? Whichever model you use, consistency and clarity matter.

Most of the information needed for setting a price can be obtained through market research and reviewing your expense records. Check out our detailed guide on pricing strategies for fence rental companies for more information on this topic.

It’s OK if prices are approximate in the initial quote. Give an estimate first, then finalize pricing once details are set.

Before sending the quote to your customer, double-check all the information: product details, price, conditions, contact information, and spelling. Sending a document without mistakes reflects positively on your company.

If you’ve been quoting for a while, the next step for you is fine-tuning efficiency. Reviewing past quotes can help spot common adjustments customers request, so you can streamline your process and reduce back-and-forth communication. 

Common Quoting Mistakes

Leaving Out Site Conditions

Failing to account for ground type, wind exposure, or high-traffic areas can lead to extra stabilization costs, fallen panels, and damaged equipment. These oversights mean extra trips to fix issues—wasting time and money.

Underestimating Delivery Time

Delays in perimeter setup can stall an entire project. If you give an unrealistic delivery estimate, you risk damaging your reputation. Always factor in logistics, crew availability, and potential delays before promising a date.

Not Listing All Charges

Unexpected costs—like installation, removal, or extra accessories—can frustrate customers and break trust. Missing these details also means absorbing costs yourself. Clearly outline every charge upfront to avoid disputes.

Overlooking Permit or Compliance Requirements

Some sites require specific permits, safety measures, or access approvals. Missing these details can delay setup or force costly last-minute adjustments. Always verify requirements before finalizing the quote.

Sending Quotes with Errors

Typos, wrong pricing, or incorrect customer details make your company look careless. Always proofread before sending to maintain professionalism and accuracy.

Forgetting to Confirm Product Availability

Quoting without checking stock can lead to substitutions or delays that upset customers. Before sending a quote, confirm inventory levels to avoid issues.

If you ever send a quote without having the promised items in stock, SONCO can help. With a large inventory of temporary fences and accessories in multiple warehouses across the U.S., we offer expedited delivery to keep your project on track!

Delivering Great Service Through Professional Quotations

A clear, detailed quotation that meets your customer's needs and offers helpful suggestions sets you apart as more than just a vendor—you're a reliable partner in their business.

By customizing a rental quote template for your company, you can respond quickly to customer requests. Aim to reply within 24 hours to show your commitment to great customer service. 
Fast communication builds trust and keeps your company at the forefront of the customer’s mind, making it more likely they’ll choose you.

To strengthen your business, focus on delivering excellent service at every touchpoint. For more insights on customer service, product offerings, pricing, and installation, visit our resource hub—your go-to guide for running a successful temp fence rental business.