How to Write a Quotation (With Format & Tips)

A good quotation helps a customer say yes. It also protects you by recording exactly what you promised and at what price. Here is a simple structure that works for almost any business.

What to include

1. Your details: business name, address, phone, email and GSTIN.
2. Quotation number and date: number every quotation so you can track it later.
3. Customer details: name, address and GSTIN if they are a registered business.
4. Itemised list: description, quantity, unit, rate and GST for every line. Avoid one lump-sum figure.
5. Totals: subtotal, discount, GST split and the grand total.
6. Validity: state until when the prices hold.
7. Terms: payment schedule, delivery time, warranty and what is not included.

Tips that win orders

• Reply quickly. The first good quotation often wins.
• Be specific about what is included and excluded to avoid disputes.
• Offer two options (good and better) when it makes sense.
• Keep the design clean and add your logo.

Ready to make one? Use our free quotation generator or start from an industry template. Also read how to follow up on a quotation.