How to Quote Air Monitoring Work: A Pricing Guide for OH Consultants

Air monitoring quotations must account for five cost categories: consultant time, equipment, laboratory analysis, travel, and report preparation. Each category has predictable cost drivers that you can estimate once you understand the client's workplace. Consultant time includes the pre-assessment site review, on-site sampling, sample handling and shipping, and post-assessment data analysis. Equipment costs cover pump hire, calibration, and consumables such as filter cassettes, charcoal tubes, and silica gel tubes.

Laboratory analysis is often the largest variable cost. Gravimetric analysis for inhalable and respirable dust typically costs $25 to $45 per sample. Silica analysis by X-ray diffraction adds $60 to $90 per sample. Organic solvent analysis by gas chromatography ranges from $50 to $120 depending on the number of analytes. Heavy metals by ICP-MS cost $45 to $80 per sample. Always confirm current pricing with your laboratory before quoting, as prices change annually.

The number of samples drives the total cost more than any other factor. Your sampling strategy should be based on similar exposure groups (SEGs), not arbitrary numbers. A SEG is a group of workers who share the same exposure profile because they perform the same tasks in the same environment with the same materials. Each SEG requires a minimum of two personal samples for a basic compliance assessment, though six or more are recommended for a statistically valid exposure characterisation.

For a typical manufacturing facility with four SEGs and two contaminants per group, you are looking at a minimum of 16 personal samples plus 4 to 8 static background samples. At an average analysis cost of $60 per sample, laboratory fees alone reach $1,440 before you account for your time and equipment. Always build a sample matrix in your proposal showing the SEG, contaminant, number of samples, and analytical method. This transparency helps the client understand what drives the cost and makes it harder for competitors to undercut you without reducing scientific rigour.

Personal air sampling pumps are the primary equipment cost. If you own your pumps, factor in depreciation, annual calibration, and maintenance. If you hire pumps, current hire rates are approximately $25 to $40 per pump per day from major Australian suppliers. You will need one pump per personal sample running simultaneously, plus spares in case of pump failure. A two-day assessment with eight simultaneous personal samples requires a minimum of ten pumps.

Calibration equipment includes a primary standard calibrator (such as a Bios Defender or Mesa Labs DryCal) for pre- and post-sampling calibration. If you use real-time instruments for screening, such as a DustTrak for particulate or a MultiRAE for gases, include these in your equipment schedule. Quote consumables separately: filter cassettes cost $3 to $8 each, charcoal tubes $4 to $6, and shipping to the laboratory via cold chain adds $30 to $60 per consignment. These small costs add up and should never be absorbed into your margin.

Fixed-price quotations win more work than hourly rate estimates because they give the client cost certainty. Calculate your costs, add your margin, and present a single number. For occupational hygiene consulting, a margin of 30 to 40 per cent on direct costs is standard for sole practitioners, while larger firms may operate at 20 to 25 per cent due to overhead recovery through volume.

Avoid quoting by the hour for field work. A day rate of $1,800 to $2,800 (excluding GST) for a qualified occupational hygienist is typical in the Australian market as of 2026, depending on location and specialisation. Rural and remote assessments command a premium due to travel time and accommodation costs. Always quote travel and accommodation as pass-through costs at actual expense rather than building them into your day rate. This keeps your base rate competitive for local work while fairly recovering costs for remote projects.

A professional air monitoring quotation should include a brief description of the client's workplace and the reason for the assessment, the contaminants to be monitored and their current workplace exposure limits under the WHS Regulation 2025, the number and type of samples (personal versus static), the analytical methods and laboratory to be used, the total fixed fee with a breakdown of consultant time, equipment, laboratory analysis, and travel, your qualifications and professional memberships, your professional indemnity insurance details, and your terms and conditions including payment terms and validity period.

Include a table summarising the sampling plan so the client can see exactly what they are getting. State the expected timeline from acceptance to report delivery. If the assessment is time-sensitive, such as responding to a SafeWork improvement notice, highlight your availability and any express analysis surcharges from the laboratory. A well-structured quotation demonstrates professionalism and makes it easy for the client to compare your offer against competitors on a like-for-like basis.