Printing Quotation Format
In printing, two quotations for "1,000 brochures" can be for completely different products. Paper weight, colours, lamination and folding change the price a lot, and customers rarely know to ask. A printing quotation that spells out the specification for every job protects you from the customer who compares your rate with a cheaper shop that quoted thinner paper.
This page explains how to write a printing quotation, how to show quantity pricing, and gives a sample order for a small business.
The specification line is everything
Write each print job as one line with its full specification: product, finished size, paper type and GSM, colours on each side, finish, and any folding or binding. For example: "Tri-fold brochure, A4 open, 170 GSM art paper, 4 colour both sides, matt lamination, folded." Use the standard colour notation if your customers understand it: 4/4 means full colour both sides, 4/0 means full colour one side.
For large-format work like flex banners and standees, write the size in feet, the material (star flex, vinyl, sunboard) and finishing such as eyelets, pasting or frames.
What a printing quotation should include
- Product and finished size, with orientation if it matters.
- Paper or material type and GSM.
- Colours: 4 colour, single colour or Pantone, and on how many sides.
- Finish: matt or gloss lamination, spot UV, foiling, embossing, die-cut.
- Quantity, and the rate per piece or for the lot.
- Design: whether the customer supplies print-ready files, or design charges and number of revisions.
- Proof approval: digital proof on WhatsApp before printing.
- Delivery time from proof approval, and delivery charges.
Sample printing quotation (stationery and promotional printing)
PrintPoint Digital & Offset
Bhopal GSTIN 23ABCDE1234F1Z5 (sample)
QUOTATION
- Quotation No.
- QT/2026-27/015
- Date
- 01 Oct 2026
- Valid till
- 16 Oct 2026
Bill To
Mehta Diagnostics
MP Nagar, Bhopal
Subject: Stationery and promotional printing for new branch
Swipe the table sideways to see all columns
| # | Item | Qty | Unit | Rate (₹) | GST | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | Visiting cards, 350 GSM, 4/4, matt lamination | 1,000 | Nos | 1.20 | 18% | 1,200.00 |
| 2 | Tri-fold brochure, A4 open, 170 GSM art paper, 4/4, folded | 2,000 | Nos | 6.50 | 18% | 13,000.00 |
| 3 | Letterhead A4, 100 GSM, 4/0 | 1,000 | Nos | 3.20 | 18% | 3,200.00 |
| 4 | Flex banner, star flex with eyelets (4 banners of 6 x 3 ft) | 72 | Sq ft | 18.00 | 18% | 1,296.00 |
| 5 | Roll-up standee 6 x 3 ft with print and carry bag | 2 | Nos | 1,650.00 | 18% | 3,300.00 |
| 6 | Brochure design, 2 revisions | 1 | Job | 2,500.00 | 18% | 2,500.00 |
| 7 | Delivery within city | 1 | Job | 300.00 | 18% | 300.00 |
Terms & Conditions
- Printing starts after written proof approval.
- Delivery: 4 working days from proof approval.
- Slight colour variation from screen to print is normal.
- 50% advance for orders above Rs. 5,000.
For PrintPoint Digital & Offset
Authorised signatory
Bank / UPI (sample)
Sample Bank, A/c 000123456789, IFSC SAMP0001234
UPI: printpointdigitaloffset@upi
Scan to Pay (sample)
Download this format: ExcelWordPDF
Sample for reference only. Rates are typical figures and vary by city and brand. GSTIN, bank and UPI details are made up. GST on printing depends on whether it is treated as goods or a printing service, and on the product. Rates shown are common; confirm with your accountant.
Show quantity breaks
Printing gets cheaper per piece as quantity goes up, because setup cost is shared across more copies. Customers often order the smallest quantity without realising that double the quantity costs much less than double the price. Add a line in your terms such as "Brochures: 1,000 at Rs. 8.00 each, 2,000 at Rs. 6.50 each, 5,000 at Rs. 4.80 each." It helps the customer decide and often increases the order.
Proofs, colour and wastage
Always send a proof and get written approval, even a WhatsApp "OK", before printing. State in the quotation that you are not responsible for errors in an approved proof. Also mention that colours on screen may differ slightly from print, and that small colour variation between batches is normal. For large runs, many printers state that quantity may vary by a small percentage due to wastage; if you follow this practice, write it in.
Faster printing quotations
Print shops quote dozens of small jobs a day, often to the same customers. In Quotely Pro you save your standard products with specifications and rates, copy a customer's last order for the reprint, change quantities, and send the PDF on WhatsApp in a minute. For event printing such as backdrops and standees, the event management quotation format covers the rest of the event.
Frequently asked questions
What should a printing quotation include?
A printing quotation should include the product, finished size, paper type and GSM, colours on each side, finish such as lamination or spot UV, quantity and rate, design charges or file requirements, proof approval, delivery time and payment terms.
What does 4/4 and 4/0 mean in a printing quotation?
4/4 means full colour (four colour process) printing on both sides, and 4/0 means full colour on one side with the other side blank. 1/0 means single colour on one side.
Why does the price per piece drop for larger print quantities?
Each print job has fixed setup costs such as plates, machine setup and cutting. In larger runs these costs are shared across more pieces, so the rate per piece falls. Showing quantity breaks helps customers choose.
Should design charges be separate in a printing quotation?
Yes. Show design as its own line with the number of revisions included. If the customer supplies print-ready files, write that no design charge applies, and mention the file format you need.
Why is proof approval important before printing?
A proof lets the customer check text, phone numbers, colours and layout before the full run is printed. Getting written approval, even on WhatsApp, protects the printer from reprinting at their own cost for errors the customer missed.