Quotation Format: Free Sample, Layout and What to Include
A good quotation answers three questions for the customer: what am I getting, how much will it cost and what happens next. Here is a layout that works for most small businesses.
Quotation layout
- Heading: "Quotation" or "Estimate", with your logo, business name, address, phone, email and GSTIN.
- Quotation number and date, plus valid until date.
- Customer details: name, company, address and GSTIN if applicable.
- Items table: description, HSN/SAC, quantity, unit, rate, GST % and amount.
- Totals: subtotal, discount, GST (CGST+SGST or IGST) and grand total, with amount in words.
- Terms: payment terms, delivery time, warranty, validity and exclusions.
- Bank details for advance payment.
- Signature or "authorised signatory".
Sample items table
| # | Description | HSN | Qty | Rate | GST | Amount |
|---|---|---|---|---|---|---|
| 1 | 4 MP IP dome camera with night vision | 8525 | 4 | โน2,800 | 18% | โน11,200 |
| 2 | 8-channel NVR with 2 TB storage | 8521 | 1 | โน9,500 | 18% | โน9,500 |
| 3 | Installation and cabling | 9987 | 1 | โน6,000 | 18% | โน6,000 |
Sample terms and conditions
- Prices are valid for 15 days from the date of quotation.
- 50% advance with the order and the balance on delivery or completion.
- GST is charged as applicable.
- Delivery within 7 to 10 working days of the advance.
More wording ideas in payment terms and validity clauses.
Tips to win more orders
- Itemise everything so nothing looks hidden.
- State what is not included to avoid disputes later.
- Keep it to one or two pages, and send it as a PDF.
- Follow up in two or three days. See how to follow up on a quotation.
Create yours free
Use the free quotation generator to fill in your details once and download a professional PDF or Excel quotation. Start from an industry template if you prefer sample items. Also read how to write a quotation and quotation mistakes to avoid.