Sample Quotation or Estimate

Sample Quotation or Estimate – What is a quotation ? What To Put On It And Example Quotations

What is a quotation and when to use it ?

In business, a quotation is a document that a vendor or service provider would give to a customer to describe specific goods and services that they may provide and its cost. Besides the term quotation, it can also be referred by other terms like Bid, Quote, Estimate, Tender & Proposal .

You would normally prepare a quotation or estimate upon request by a customer.

How To Write A Quotation or Estimate And What To Include On It

Basically you can divide the quotation into 3 main parts : The Header, Body and Footer. The following is some basic information that you can include in your quote.

1. Quotation Header (Top Part)

  • Your letterhead : Your business name, address, telephone & email and web address if available. In some countries, you must also included your business registration number.

  • The words “Quotation”, “Quote” ,”Estimate” or your preferred term clearly written towards the top of the page.

  • If you are registered to bill and collect tax, you may also need to include your Tax Registration Number. This can usually be indicated just below the words “Quotation” or at your letterhead.

  • The Quotation  Number. This a running serial number that you maintain. You should only have one number per quotation issued. Hence, no 2 quotations should have the same number.

  • The Quotation Date.

  • Your Payment Terms or how soon you expect to be paid.  Some example include : “COD”, “Cash”, “Cash on Delivery”, ”30 days”, “Full Payment on Delivery”, “50% To Start, balance on completion “. The payment terms can also be placed on the footer if preferred.

  • Your Customer or Client Name and Address.

2.  Quotation Body (Middle Part)

  • A description of the goods you are supplying, quantity, unit of measure, price per unit and total amount for individual items. In the case of services, your scope of work and amount for individual items. It is important to be as specific as possible to avoid confusion and misunderstandings between the vendor and the customer. If it will help make things clearer, you may need to add drawings or specification etc in attached sheet or sheets.

3. Quotation Footer (Bottom)

  • Total Amount of all individual items.

  • If applicable, a tax amount and total after tax.

  • Validity of the Quote. For example ”This quote is valid for 60 days”

  • Other comments you may have like delivery instructions, goods return policy, overdue payment policy etc. If necessary, you can also seek legal advise when drafting the terms and conditions for your quotation.

  • Your business authorised signature if necessary

  • Options for customer to sign and stamp if your quote is accepted (this is optional)

Tools For Creating A Quotation

You can use any word processor or spreadsheet software program to create a quotation. However these programs have limitations in that you cannot easily generate a quotation lists report.  Also searching for a quotation means searching files in your hard disk and opening them one at a time. You can overcome these limitations by using a designated quotation or invoicing software product such as our own Instant Invoice or Ezy Invoice.

Download Quotation Software

Sample Quotation

Below are some sample quotation layouts created with our invoice software Instant Invoice and Ezy Invoice.

Copyright © 2008 EzySoft Developments

http://www.ezysoft-dev.com

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56 Responses to Sample Quotation or Estimate

  1. shakoor Khan says:

    Great Info on Qoutation!! Thanks GregoryS!!

    • Mukesh Sharma says:

      Hi,

      I want to state that format for quatation helped a lot in making quatation for my client.

      From depth of heart thanks a lot..

      Thanks

      Mukesh Sharma

  2. ugyen dorji says:

    i want to start up with such business. i hope go get more information’s and help from it.
    thank you.

  3. Azanda Felix says:

    thanks man.

  4. Prashant Kalaskar says:

    Really informative to have basic understanding about quotations, with example. great effort.

  5. c muturi says:

    Great work. i have learned a lot from you samples.God bless you

  6. Excellent, advisable Learned lot with your sample. Many more things will come with u.
    Susantha.

  7. suneet says:

    supporting letter with quatation

  8. jarad lubanga says:

    thank you for helping know more about quatation God bless u

  9. aathi says:

    I have learned Lot about quotation .. thanks a lot .

  10. nitin says:

    thansk it was very informative and best examples to understand.

  11. Vaibhav Singh says:

    U suggetiong help me to make a good estimate…thanx man

  12. Adesina jelil says:

    I will like u send me a copy a quotation. Thank you

    • GregoryS says:

      There are two samples above in PDF format, sample quotation 1 and sample quotation 2. Simply right click the link and save it to your computer.

  13. venkatesh says:

    Hi,

    i am a customer i was received a quotation now. after one month i am giving order to purchase . the original cost of product is changed because of cost raw material change.
    still can i get same price ? or can i get modified price? can you please provide details for these question.

    • GregoryS says:

      Hi Venkatesh. If the quote is not valid any more, you could just ask the vendor to send you an updated quote then place your order based on the revised quote.

      If the vendor gave you a quote for goods where the price frequently fluctuates, they should have specified a validity period for the quote. Generally 30 days seems quite reasonable for most goods and services. If a vendor frequently changes their pricing with no good reason or does not honour their quotes, I would not want to do business with them.

  14. Rushi says:

    Thank you

  15. yogi says:

    U help me to make a good estimate…thank u….

  16. RONALDO says:

    Can a quotation be written on a particular date eg 3/5 and expire on the 3/5
    Is this legal ? Should all quotations have a validity date

  17. RONALDO says:

    Need to know whether a quotation can expire on the same day it is written eg valid from 3/5 valid to 3/5

    • GregoryS says:

      You can but it doesn’t give your customer much time to think about it. If you are in an industry where price fluctuates on a daily basis and that is the norm, I suppose its okay.

  18. anonymous says:

    great help

  19. Silver says:

    Great work, I now hav an idea. Thanks.

  20. Sandesh.M Deepak Metal Works Barke Mannagudda Mangalore Karnataka India says:

    Thankyou partner thankyou very much for kind information for create a standerd type of quotation

  21. lianne says:

    Great Job..So Informative.. Big Thanks.

  22. oushina says:

    thnx 4 d format.. it helped mi a lot..

  23. poonam says:

    ya ……………i got huge knowledge abt quotation.

  24. de la cruz says:

    thanks! nice work..

  25. ann says:

    am so happy for the advice i just used to make a quatation

  26. Mike says:

    Thanks, exactly what I have been looking for.

  27. jay says:

    just what i need, you saved my day.
    Thanks for this one, was looking for an easy way to do quotation.

  28. Shariq Rajput says:

    U are best guide after our techers. Thanking u.

  29. pooja says:

    thank you . i get the information what i want …………

  30. CUBE INTERIOR DESIGNS says:

    Thank you for the sample its very useful for create quotes…..

  31. Purv says:

    Nice work sir. Very useful information. Thank you.

  32. Priya says:

    u were a lifesaver….thanks a tonn..

  33. Livingstone says:

    Yeah! This is precisely all I need to practically know as regards writing a quotation. It’s informative! Thanks a zillion times!

  34. Olayemi olaniyi says:

    Rich info

  35. Anees says:

    I want matrimonila website quatotion sample plz help me

  36. kaustubh says:

    you gave me important knoledge for my ptoject.

  37. Mujahid Gardezi says:

    really and useful info… Thanks

  38. maximus says:

    great sample.thanks a million times

  39. my name is indian says:

    Good:

  40. jasmin says:

    Thanks..

  41. jaison says:

    Thank you for the sample its very very useful for create quotes…

  42. piyal jain says:

    a great quotions

  43. de-don says:

    i need a help on how to creat a good qoutation sample for a scaffold job

  44. Nathaniel says:

    am a jua kali plumber i want to know how i can format a quotation in layout which can b presented to professional employers in services job

  45. bolsam says:

    Thank you so much for the information. I also need information on how to write a proposal. Will be glad if you could help

  46. sufyan Asmat says:

    i Start my job recently and i find that kind of information and now i got it..

  47. Sam says:

    Very Nice one . Thx

  48. Jenifer says:

    Hi,
    Can we :
    1) Fix the position of (as per your trading sample) of subtotal, tax, total, remarks at the bottom of the page, instead of having these location “depending” on the number of row in the document.
    2) Can we change the payment terms, such as 50% upfront, 50% upon completion.
    3) Is there a module that has balance sheet, profit and lose etc.

    Thank you in advance

  49. krishna says:

    hi, sir this is krishna from sonforce pvt.ltd …..recently i ahve commenced one service industry regarding provision of security services we don’t knew how to prepare a perfect quality quotation for my customers by seeing the quotation it self they has to be impressed pls help me as soon as possible tat how to prepare a wonderful qotation for my service industry.
    i hope u wil provide me the best one thanking u sir
    regards
    krishna (g.m)
    sonforce pvt.ltd………..

  50. Manasi says:

    thanxxx…….helpful info

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