Workplace safety quotation
Quotation template for health and safety consultants: workplace hazard survey, safety measurements and corrective action plan. Download it as Excel or Word.
Templates by industry
- Workplace hazard survey
- Safety measurements
- Corrective action plan
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Workplace hazard survey", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Corrective action plan", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Link subject identifiers to results and deliver observations and agreed follow-up actions. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Employers usually commission a workplace safety survey after something changes: a new production line, a move to new premises, an incident or a request from an inspector. The quotation has to show what will be walked, what will be measured and what the client receives at the end. This template prices the survey, the measurements and the action plan separately, so a client who needs only noise readings in one hall, or a plan without new measurements, can approve just that part.
Fields to prepare
- Deliverables and line items
- Workplace hazard survey, Safety measurements, Corrective action plan: specify the planned quantity and delivery scope for each item.
- Workplace hazard survey
- Name the sites, buildings or areas walked and the number of workstations or tasks assessed, and whether shift work means a second visit.
- Safety measurements
- List each measurement, such as noise, lighting or air quality, with the number of points, and say whether readings are taken with the machinery running normally.
- Corrective action plan
- Explain how findings will be ranked, for example by risk and by cost, and whether a visit to check completed measures is included.
- Subjects and quantities
- Record sample, asset or site counts, identifiers, test items and accessible areas.
- Method and report
- Specify agreed methods, report format, delivery deadline and whether retesting is included.
- Scope to agree
- Specify work areas and survey subjects, measurement items and counts, and prioritization within the corrective-action plan.
Before sending
- Does “Workplace hazard survey” say what is included and what quantity the price assumes?
- Would the customer read “Safety measurements” the way you do, including what it leaves out?
- Can you still honour the price of “Corrective action plan” on the last day the quotation is valid?
Show 3 more
- Separate visit, collection and transport costs from analysis and reporting.
- Document inaccessible areas and excluded tests before work starts.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Workplace hazard survey | 6 × $1,200.00 | $7,200.00 |
| Safety measurements | 20 × $1,200.00 | $24,000.00 |
| Corrective action plan | 10 × $1,500.00 | $15,000.00 |
| Subtotal | $46,200.00 | |
| Sales tax (8%) | $3,696.00 | |
| Total | $49,896.00 | |
Quoted net amount $46,200.00, sales tax $3,696.00, quoted total $49,896.00.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
Should the quotation include carrying out the corrective measures?
Normally not. The quotation covers assessing and recommending, and the employer decides which measures to carry out and who does them. Say so in the notes, and offer help with implementation, such as training sessions or signage, as separate optional lines.
How do I price a survey on a site that runs several shifts?
Ask which tasks happen only at night or at weekends, and add a line for each extra visit at your visit rate. Readings taken on a quiet day shift may not represent the night shift, so let the client decide whether to pay for both.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $3,696.00 on a net amount of $46,200.00, for a total of $49,896.00. The editor recalculates all three when you change a quantity, a price or the country.
How do I turn an approved quotation into an invoice?
Open the approved quotation and convert it. The original stays unchanged, and the invoice carries the same line items so the customer can match the two documents.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Workplace safety quotation: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.