Private Investigator Estimate Template
A private investigator estimate forecasts the price before work starts: 7 lines for three days of surveillance for an insurance claim, with background research, a written report and video evidence, totalling $3,372.00, with labour the largest share (87%). It states its assumptions and stays valid for 30 days. Edit the lines and download the PDF.
Pre-filled for a private investigator: three days of surveillance for an insurance claim, with background research, a written report and video evidence. Example prices: replace them with your own.
From
Oak Lane Private Investigation Agency
114 Market Street
Springfield, IL 62704
billing@example.com
(608) 555-0114
Estimate
Prepared for
Alex Morgan
311 Pine Road
Georgetown, TX 78626
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Pre-surveillance background researchAddress, vehicle and public social media check | 3 hr | $75.00 | $225.00 |
| Surveillance, lead investigatorThree 8-hour shifts, logged by date and time | 24 hr | $85.00 | $2,040.00 |
| Second investigator for mobile followDay two only, subject travelled by car | 8 hr | $85.00 | $680.00 |
| Licensed database searches | 3 each | $35.00 | $105.00 |
| Mileage, all investigator vehiclesOdometer log attached | 210 mile | $0.70 | $147.00 |
| Written investigation reportTimeline, observations and timestamped stills | 1 each | $150.00 | $150.00 |
| Video evidence on encrypted USB driveWith chain-of-custody form | 1 each | $25.00 | $25.00 |
- Subtotal
- $3,372.00
- Estimate total
- $3,372.00
Notes
A private investigation estimate should state the planned hours by task, the number of investigators, the hourly and mileage rates, the retainer amount and that actual hours may vary with the subject's movements.
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Private Investigator estimate at a glance
| Scope estimated | Three days of surveillance for an insurance claim, with background research, a written report and video evidence |
|---|---|
| Estimate total | $3,372.00 before tax |
| Valid for | 30 days from the estimate date |
| Deposit | Investigators usually require a retainer before any field work, sized to a set number of surveillance hours, and bill the balance against it. |
| Labour (3 lines) | $2,945.00, 87% |
| Services (1 line) | $150.00, 4% |
| Travel (1 line) | $147.00, 4% |
| Priced in | hr |
Estimate breakdown for three days of surveillance for an insurance claim, with background research, a written report and video evidence
| Item | Type | Est. quantity | Est. amount |
|---|---|---|---|
| Pre-surveillance background research | Labour | 3 hr | $225.00 |
| Surveillance, lead investigator | Labour | 24 hr | $2,040.00 |
| Second investigator for mobile follow | Labour | 8 hr | $680.00 |
| Licensed database searches | Fees | 3 each | $105.00 |
| Mileage, all investigator vehicles | Travel | 210 mile | $147.00 |
| Written investigation report | Services | 1 each | $150.00 |
| Video evidence on encrypted USB drive | Products | 1 each | $25.00 |
| Estimated total | $3,372.00 |
What to write on a private investigator estimate
A private investigation estimate should state the planned hours by task, the number of investigators, the hourly and mileage rates, the retainer amount and that actual hours may vary with the subject's movements.
Materials and products are $25.00 of this $3,372.00 estimate (1%), so say how long those prices hold: supplier prices can move before the job starts.
Bills investigator hours for surveillance, interviews and research, plus mileage, database search fees and report preparation, drawn against a retainer paid up front.
Assumptions behind each line
Write these next to the 7 lines so the customer sees what the $3,372.00 depends on.
- Pre-surveillance background research: 3 hr at $75.00 per hr ($225.00); extra hr at the same rate.
- Surveillance, lead investigator: 24 hr at $85.00 per hr ($2,040.00); extra hr at the same rate.
- Second investigator for mobile follow: 8 hr at $85.00 per hr ($680.00); extra hr at the same rate.
- Licensed database searches: a flat $105.00.
- Mileage, all investigator vehicles: 210 mile ($147.00), assuming the site at 311 Pine Road.
- Written investigation report: 1 each, $150.00.
- Video evidence on encrypted USB drive: 1 each at $25.00 ($25.00); another grade or brand changes this line.
Changes, overruns and change orders
If the customer adds work, put it on a signed change order first. Here one more hr of "Pre-surveillance background research" adds $75.00, or 2.2% of the estimate.
A 10% rise in material prices would add $2.50 to this job, which is why many private investigators limit how long an estimate stays valid.
Tips from private investigation work billing
- Identify the case by file or claim number only and leave the subject's name and findings off the invoice, because invoices are seen by bookkeepers and assistants who have no need to know them.
- Log surveillance by date with start and end times, separate from drive time, so an adjuster can check the shifts against the timeline in your report.
- Address the invoice to the retaining attorney when the attorney hired you, since the engagement and your billing records may matter for privilege questions in the case.
- Show the retainer received, the amount used this invoice and the balance remaining, because surveillance cases often need more hours and the client must decide whether to top up.
Checking the labour rate
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Private Detectives and Investigators $25.18 (employees, not contractor rates).
The sample's $75.00 per hour for "Pre-surveillance background research" is 3.0 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Turning the private investigator estimate into an invoice
-
Get it approved
Ask Alex Morgan to sign or reply in writing to estimate EST-1641.
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Record the changes
Update quantities to what was actually used across the 7 lines.
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Switch the document type
Change Estimate to Invoice in the tool; the lines and parties stay.
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Deduct what was paid
Enter any deposit as amount paid so the balance due is correct.
Frequently asked questions
How do I write a private investigator estimate?
Describe the job (Three days of surveillance for an insurance claim, with background research, a written report and video evidence), list each line with an estimated quantity and rate, total it ($3,372.00 in the sample), state how long it is valid and what it assumes, then send it as a PDF for approval.
Is a private investigator estimate binding?
An estimate is a forecast, not a fixed price, so the final invoice can differ when the work or materials change. Rules vary by country and state; to stay safe, get written approval before billing noticeably more than the $3,372.00 you estimated.
How long should a private investigator estimate be valid?
Thirty days is common and is what this template uses. With 1% of the price in materials, a shorter validity protects you if supplier prices rise.