A professional quotation template with itemised pricing, terms and conditions, and validity period for any business type.
A well-structured quotation is your first opportunity to make a professional impression on a potential client. This standard business quotation template provides a comprehensive framework that works across industries. The template begins with your business branding and contact information, followed by the client details and a unique quotation number for tracking. The core of the quotation is the itemised pricing table with descriptions, quantities, unit prices, and line totals. Below the pricing, clearly stated terms and conditions protect both parties. The template includes a validity period (defaulting to 30 days), after which pricing may change. Payment terms specify when and how the client should pay (advance, milestones, or on delivery). A dedicated acceptance section at the bottom provides a formal way for the client to accept the quotation, converting it into a binding agreement. This acceptance section includes signature lines, date, and company stamp area. The template also includes space for special notes, exclusions (what is NOT included in the quoted price), and escalation clauses for long-term projects where costs may vary.
This template suits any business that provides formal price quotes to clients before starting work or delivering goods. It is used by service companies (IT, consulting, marketing), manufacturers quoting to buyers, contractors bidding for projects, event companies, interior designers, and freelancers who want to present pricing professionally. It is particularly important for businesses where the sale value is significant enough to warrant formal documentation before the client commits.
Step 1: Add your business name, logo, address, and contact details. Step 2: Enter the client name and address. Step 3: Assign a unique quotation number. Step 4: Set the validity period (default 30 days). Step 5: List all items or services with clear descriptions, quantities, and prices. Step 6: Add applicable taxes. Step 7: Write clear terms and conditions covering payment, delivery, warranty, and cancellation. Step 8: Specify what is excluded from the quotation. Step 9: Add the acceptance section for client signature.
A quotation is not a tax invoice and does not create any GST liability. However, if you mention GST amounts in the quotation, ensure they reflect the correct rates applicable at the time. When the quotation is accepted and work begins, you must issue a proper tax invoice as per GST rules. Quotations can form part of a legally binding contract when formally accepted by the client, so ensure your terms and conditions are reviewed by a legal professional.
A detailed quotation for interior designers and decorators with room-wise breakdown, material costs, labour, and design deliverables.
A quotation for catering companies with per-plate pricing, menu details, staff requirements, and equipment rental.
A professional proforma invoice for providing pre-sale estimates to buyers before the actual supply of goods or services.
A professional purchase order template with clear delivery terms, payment conditions, item specifications, and acceptance protocol.