Free Painter Estimate Template
This free painting estimate template includes room-by-room square footage calculations, paint and primer quantities in gallons, prep work hours for patching and sanding, coverage rates, and color selections. Download the PDF, add your company info, and send detailed painting proposals that win jobs.
What's Included
- Professional header with your company name, logo, and contact info
- Room-by-room or area breakdown with wall square footage
- Paint and primer quantities with brand, finish, and color selections
- Prep work itemization: patching, sanding, caulking, masking, and priming
- Labor hours by phase: prep, prime, paint, and cleanup
- Subtotal, tax calculation, and grand total
- Number of coats specified per surface
- Client signature and acceptance line
How to Use This Template
- 1
Measure each room or exterior surface and calculate paintable square footage. For interiors, multiply wall height by perimeter and subtract doors (21 sq ft each) and windows (15 sq ft each). One gallon covers approximately 350–400 sq ft per coat — use this to calculate paint quantities.
- 2
List prep work as separate line items. Prep often takes 50–70% of total project time, and clients who don’t see it itemized assume painting is the whole job. Break out patching, sanding, caulking, masking/taping, and priming. This justifies your price and sets realistic expectations.
- 3
Specify the paint brand, product line, and finish (flat, eggshell, satin, semi-gloss) for each area. Include the number of coats — two coats is standard, but dark-to-light color changes or new drywall may need three. Always list primer separately when needed, especially over stains, bare wood, or dark colors.
- 4
Include a section for what’s NOT covered. Common exclusions for painters include moving heavy furniture, wallpaper removal, lead paint abatement, and exterior power washing. Spelling these out prevents disputes and allows you to upsell additional services.
Frequently Asked Questions
How do I calculate paint quantities for an estimate?
Measure the total paintable square footage (walls, ceilings, or exterior siding) and divide by the paint’s coverage rate, typically 350–400 sq ft per gallon. Multiply by the number of coats (usually 2). Add 10% for waste and touch-ups. For example, a 12×14 room with 9 ft ceilings has roughly 468 sq ft of wall — that’s about 3 gallons for two coats.
How much should I charge per square foot for painting?
Interior painting typically runs \$2–\$6 per square foot depending on prep complexity, ceiling height, and number of coats. Exterior painting runs \$1.50–\$4 per square foot. These rates include labor, paint, and basic prep. High ceilings, extensive patching, or specialty finishes command the higher end.
Should I include prep time in my painting estimate?
Absolutely. Prep is typically 50–70% of total project hours and directly affects the final result. Itemize patching, sanding, caulking, masking, and priming separately. Clients who understand how much prep is involved are less likely to question your price and more likely to appreciate the quality.
How do I handle color selections in a painting estimate?
List the selected paint brand, product line, color name, and finish for each area. If colors haven’t been finalized, note "TBD by client" and include a deadline for color selection. Mention that dramatic color changes may require additional coats or tinted primer at extra cost. This prevents scope changes mid-project.
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