Free quotation formats for businesses and contractors: a filled sample, terms and conditions to copy, and quotation templates in Excel, Word and PDF. Or make one online with your logo in a few minutes.
What a quotation format includes
A quotation is a written offer: the goods or work you will supply, at what price, on what terms, until what date. When the customer accepts it (by signing it or sending a purchase order), it becomes the basis of the deal. A clear quotation wins more orders and prevents arguments later.
- Your business detailsrequiredName, address, contact, GSTIN if registered.
- Quotation number and daterequiredOwn series, for example QT-2026-118.
- Valid untilrequiredPrices and stock change; give a date.
- Customer and referencerequiredName, company and their enquiry reference.
- Items or scoperequiredDescription, quantity, unit, rate, GST and amount.
- Total estimaterequiredWith tax shown clearly.
- Terms and conditionsrequiredPayment, delivery, warranty, exclusions.
- Acceptance lineSpace for the customer to sign and accept.
Quotation format sample
QUOTATION
14, Sunrise Complex, CG Road, Ahmedabad 380009
GSTIN: 24ABCDE1234F1Z5
Date: 14 Oct 2026
Valid until: 29 Oct 2026
Your enquiry: Email of 10 Oct 2026
Bill to: Neelkanth Builders LLP
402, Shivalik Plaza, Ambawadi, Ahmedabad 380015
Kind attn: Mr. Sanjay Shah
| # | Description | HSN/SAC | Qty | Rate | Taxable value | GST | Amount |
|---|---|---|---|---|---|---|---|
| 1 | LED panel light 18W | 9405 | 40 Nos | 450.00 | 18,000.00 | 18% | 21,240.00 |
| 2 | Modular switches and plates | 8536 | 55 Point | 310.00 | 17,050.00 | 18% | 20,119.00 |
| 3 | Wiring labour | 995461 | 55 Point | 180.00 | 9,900.00 | 18% | 11,682.00 |
| Amount | |
|---|---|
| Taxable value | ₹44,950.00 |
| CGST @ 9% | ₹4,045.50 |
| SGST @ 9% | ₹4,045.50 |
| Total estimate | ₹53,041.00 |
Amount in words: Rupees Fifty Three Thousand Forty One Only
Terms and conditions
1. Prices are valid until the date shown.
2. GST as shown; any change in tax rate will apply.
3. 50% advance with work order, balance on completion.
4. Work completion: 12 working days from site handover.
5. Extra work beyond this list will be charged separately.
For Aarav Electricals
Authorised Signatory
Quotation templates by trade
Quotation format in Excel, Word and PDF
The Excel file uses the same engine as our GST invoice sheet: enter quantities, rates and GST %, and it works out line totals, CGST and SGST or IGST and the total estimate. The Word file is laid out as a letter with subject line and terms, which many government and corporate buyers prefer.
Terms and conditions you can copy
- Prices are valid for 15 days from the date of this quotation.
- GST is extra as applicable at the time of invoicing.
- Payment: 50% advance with order, balance before dispatch.
- Delivery: within 10 working days from receipt of order and advance.
- Freight and installation: included / extra (strike out one).
- Warranty: as per manufacturer, against manufacturing defects only.
- Goods once supplied as per order will not be taken back.
- Any dispute is subject to the jurisdiction of courts at [your city].
How to write a quotation that wins
- Restate the requirement. One line in the subject: “Quotation for electrical fit-out, 3rd floor office”.
- Itemise. Separate material and labour. Buyers compare line by line.
- Show tax clearly. Say whether rates include GST, and show the GST amount.
- Give a validity date and lead time.
- Make acceptance easy. Add a line for the customer to sign, or ask them to send a purchase order quoting your number.
Mistakes to avoid
Do
- Number every quotation.
- Keep a copy of what you sent.
- Follow up two or three days later.
Avoid
- Do not leave the validity open.
- Do not write “approx” next to every rate.
- Do not change prices after acceptance without a revised quotation.
Field by field
| Field | Example | Why it matters |
|---|---|---|
| Quotation number | QT-2026-118 | Buyers quote it on their PO |
| Date and validity | 14 Oct to 29 Oct 2026 | Protects you from price changes |
| Customer reference | Your email of 10 Oct | Shows you answered their exact request |
| Description | LED panel 18W, warm white, 2 year warranty | Avoids “this is not what we asked” |
| Quantity and unit | 40 Nos | Matches their requirement |
| Rate and GST | 450 + GST | Buyers compare net and tax |
| Delivery | 10 working days | Often decides the order |
| Payment terms | 50% advance | Cash flow |
| Acceptance | Signature line | Turns the offer into an order |
Quotation vs proforma vs invoice
| Quotation | Proforma invoice | Tax invoice | |
|---|---|---|---|
| Stage | Before order | After order, before supply | At supply |
| Firm price | Until validity date | Yes | Yes |
| Payment request | No | Advance | Full payment |
| GST return | No | No | Yes |
More in which document when.
Quotation formats by business
| Business | Lines to include |
|---|---|
| Electrical and plumbing | Material per item, labour per point, testing |
| Interiors | Room-wise items, per sq ft rates, payment stages |
| CCTV and security | Cameras, recorder, storage, cabling, installation, AMC |
| Printing | Size, paper, quantity slabs, design charge |
| Catering | Menu, per plate rate, minimum guarantee, staff |
| Transport | Route, vehicle type, per trip or per km, loading |
| Software and services | Scope, milestones, hours or fixed fee, support |
See interior, CCTV and estimate formats.
Pricing and discount presentation
Show the discount on the line (rate, discount %, net) rather than reducing the rate silently. Buyers like to see the discount, and it keeps the taxable value clear when you invoice later. If prices depend on quantity, add a small slab table: 1 to 49 units at one rate, 50 and above at another.
Frequently asked questions
What is the difference between a quotation and an estimate?
A quotation is a firm price for a defined scope, valid until a date. An estimate is an approximate price that can change once actual work is measured.
Is a quotation legally binding?
It is an offer. Once the customer accepts it on its terms, it can form a contract. Write terms carefully.
Should GST be shown on a quotation?
Yes, show it so the buyer knows the total cost. Say if prices are inclusive or exclusive of GST.
How do I make a quotation in Excel?
Download the Excel quotation format above, fill the yellow cells and save as PDF before sending.
Can I convert a quotation into an invoice?
In the online maker, open the invoice generator and pick the same items. Use your invoice number series, not the quotation number.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.