It’s tricky, isn’t it?
You give someone an estimate for a project or a job, and no matter how many times you explain it’s just an estimate, they hear it like a promise. You say, “This might cost around $2,000,” and suddenly that number gets locked into their memory like it’s set in stone.
Then life happens. Prices shift. Unexpected work pops up. Timelines stretch. And now you’re stuck explaining why that first number no longer fits—and why you didn’t “warn them.”
That’s where a smart, simple disclaimer can save your peace of mind. It’s not about covering your back with legal talk. It’s about setting clear, kind expectations right from the start—so you and your client stay on the same page.
If you’ve ever had to backpedal on an estimate, these disclaimer samples will help you do better next time. Let’s make things smoother—for both you and them.
Estimate Disclaimer Samples
Here are 20 smart ways to say, “This is only an estimate”—each one shaped a little differently, so you can find the right fit for your tone, situation, or type of work.
1. The Friendly Nudge
“This estimate is based on our current understanding of the project. Final costs may vary depending on the actual work needed.”
This one is warm and conversational. It gives the impression that you’re trying to be helpful, not evasive. Great for creative freelancers, consultants, or small service providers who want to sound approachable but still clear.
2. Short and Straight to the Point
“This is only an estimate. Final costs may be higher or lower.”
Sometimes simple is strongest. This one fits neatly into emails, quotes, or footnotes. It’s good when you don’t want to clutter things or sound stiff, but still need to put a soft boundary in place.
3. The “Let’s Stay Flexible” Style
“Our pricing may shift slightly as the project progresses. This estimate reflects what we know right now.”
There’s something gentle about this one. It brings the client into your process, like you’re figuring things out together. This can help build trust in long projects or when the scope is unclear.
4. The Budget Cushion
“Please note this estimate allows for standard conditions. Additional costs may apply if unexpected issues arise.”
This version is helpful when things are likely to go off-script—like construction, repair, or tech troubleshooting. It prepares clients for surprises without sounding alarming.
5. The Calendar Reminder
“This estimate is valid for 30 days. Material or labor costs may change after that period.”
Useful when inflation, seasonal shifts, or supplier pricing might change what you charge. This one sets a time limit in a friendly, professional way.
6. Soft but Firm
“We’ve done our best to estimate accurately. However, final charges will reflect actual work performed.”
This strikes a fair tone—like you’re doing your part, but also holding space for adjustments. It works well in industries where things often evolve mid-project, like landscaping or interior design.
7. The Legal Buffer
“This document is provided for informational purposes only and does not constitute a binding agreement. Actual charges may differ.”
More formal, more protective. You’ll want this one if you’re in fields where clients get picky or legal issues are a risk. Think: contracting, legal services, or engineering.
8. The “We’re On Your Side” Tone
“We always aim to stay within your budget. If anything changes, we’ll talk it through before moving forward.”
This doesn’t sound like a disclaimer at all—but it is. It makes the client feel supported and included. Perfect for businesses that prioritize collaboration, like wedding planners or creative agencies.
9. No Surprises, Promise
“Our estimate is based on what’s currently known. If additional needs come up, we’ll get your approval first.”
This one builds comfort. It reassures people that they’ll never be hit with extra costs they didn’t agree to. Clients love that feeling of control.
10. A Gentle Wake-Up Call
“Estimates are a helpful starting point—but they’re not a final bill. Costs may shift depending on changes during the project.”
There’s honesty here. It gently shakes clients out of fixed thinking without sounding sharp. Good for creative or construction-type work.
11. Sensible and Seasoned
“This estimate reflects our best projection based on current info. Any adjustments will be explained and confirmed with you beforehand.”
This sounds experienced and calm. Like you’ve done this a thousand times and know how things go. It’s ideal for seasoned professionals who want to sound confident but not cold.
12. Short but Cautious
“Costs are subject to change depending on materials, labor, and scope.”
Quick and to the point. Still, it signals that you’re being careful with variables. Works great on invoices, spreadsheets, or online estimates with limited space.
13. The “We Get It” Version
“We understand that budgets matter. This estimate is our best guess, and if anything looks like it’s shifting, we’ll talk first.”
There’s empathy here. It connects with the client’s stress about money, while still holding firm on the idea that prices might change. Especially effective in client-facing service jobs.
14. A Slightly Formal Option
“This quotation is based on current assumptions and availability. Revisions may occur if scope or supply costs change.”
Slightly more formal, but still clear and human. This one works well in B2B settings or written quotes where you want to be respectful but not overly legalistic.
15. Real Talk
“We try to hit the number right, but some parts of the job can surprise us. We’ll loop you in if that happens.”
No fluff, no jargon. Just a plain, honest message that says what it needs to. Great if your clients value directness and don’t care for formal language.
16. The “Stuff Happens” Approach
“Every job has its surprises. This estimate gives you a ballpark, but the final invoice may reflect changes we can’t yet see.”
This one’s very human. It feels lived-in, like it’s coming from someone who’s seen a few things go sideways. It works well when you want to be real without sounding defensive. Use it for jobs where unexpected things are likely—but not dramatic.
17. Calm and Professional
“This estimate is a preliminary figure provided for planning purposes. The final cost will be based on actual time, materials, and scope.”
Clean and professional, this one feels measured. There’s no emotional pull—just calm, level-headed information. Perfect for clients who appreciate structure and clarity without too much tone.
18. The “Let’s Stay in Touch” Version
“This is a working estimate. As the project unfolds, we’ll check in if anything starts to shift, so there are no surprises.”
This builds trust and keeps the door open for conversations. It signals ongoing communication, not just a one-and-done agreement. It’s great for long-term projects or clients who like feeling looped in.
19. Casual but Honest
“Things can change once we get into the details. This estimate is a starting point—not a final tally.”
Very straightforward, with a relaxed tone. It’s not cold, not stiff, but it still gets the point across. Great for solo business owners or contractors who work with clients on a personal level.
20. The “We’ve Got You” Style
“This estimate gives you a solid baseline. If anything changes, we’ll be upfront and work through it together.”
Warm, collaborative, and quietly confident. This one reassures your client without sounding like a warning. Ideal for people-first industries—event planning, design, coaching, or anything where relationships matter as much as the work.
Wrap-up
There’s something powerful about setting clear, kind expectations.
When you include a solid disclaimer in your estimates, you’re not just protecting your business—you’re also being honest, thoughtful, and respectful to the person on the other side. You’re saying, “We’re in this together, and I want things to go right.”
And yes, not every client will read every word. Some may skim. Others will only care once something changes. Still, it’s worth writing these words well. They help you lead with clarity, not correction. They keep the project humming along, with fewer surprises and more understanding.
So next time you send out an estimate, try one of these. Adjust it. Make it yours. Say what needs to be said—before it needs to be defended.