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)
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Your letterhead : Your business name, address, telephone & email and web address if available. In some countries, you must also included your business registration number.
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The words “Quotation”, “Quote” ,”Estimate” or your preferred term clearly written towards the top of the page.
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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.
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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.
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The Quotation Date.
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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.
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Your Customer or Client Name and Address.
2. Quotation Body (Middle Part)
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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)
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Total Amount of all individual items.
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If applicable, a tax amount and total after tax.
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Validity of the Quote. For example ”This quote is valid for 60 days”
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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.
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Your business authorised signature if necessary
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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.
Sample Quotation
Below are some sample quotation layouts created with our invoice software Instant Invoice and Ezy Invoice.
- Sample Quotation 1 - Trading Quotation
- Sample Quotation 2 - Service Quotation
Copyright © 2008 EzySoft Developments
(First published : 17th/Mar/2008, Updated : 17th/Mar/2008)
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Great Info on Qoutation!! Thanks GregoryS!!
i want to start up with such business. i hope go get more information’s and help from it.
thank you.
thanks man.
Really informative to have basic understanding about quotations, with example. great effort.
Great work. i have learned a lot from you samples.God bless you
Excellent, advisable Learned lot with your sample. Many more things will come with u.
Susantha.
supporting letter with quatation
thank you for helping know more about quatation God bless u
I have learned Lot about quotation .. thanks a lot .
thansk it was very informative and best examples to understand.
U suggetiong help me to make a good estimate…thanx man
I will like u send me a copy a quotation. Thank you
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.
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.
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.
how can i give quotation for a tiling project?
Thank you
U help me to make a good estimate…thank u….
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
Need to know whether a quotation can expire on the same day it is written eg valid from 3/5 valid to 3/5
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.
great help
Great work, I now hav an idea. Thanks.
Thankyou partner thankyou very much for kind information for create a standerd type of quotation
Great Job..So Informative.. Big Thanks.
thnx 4 d format.. it helped mi a lot..
ya ……………i got huge knowledge abt quotation.
thanks! nice work..
am so happy for the advice i just used to make a quatation
Thanks, exactly what I have been looking for.
just what i need, you saved my day.
Thanks for this one, was looking for an easy way to do quotation.
U are best guide after our techers. Thanking u.
thank you . i get the information what i want …………
Thank you for the sample its very useful for create quotes…..
Nice work sir. Very useful information. Thank you.
u were a lifesaver….thanks a tonn..
Yeah! This is precisely all I need to practically know as regards writing a quotation. It’s informative! Thanks a zillion times!
Rich info
I want matrimonila website quatotion sample plz help me
you gave me important knoledge for my ptoject.
really and useful info… Thanks
great sample.thanks a million times
Good:
Thanks..
Thank you for the sample its very very useful for create quotes…
i Start my job recently and i find that kind of information and now i got it..
Very Nice one . Thx