Quotation Format: What a Professional Quotation Includes

The 8 parts of a standard quotation format

Every professional quotation, whatever the business, has the same basic parts. Missing even one of them is the most common reason a customer calls back with doubts.

1. Your business details: business name, address, phone number, email and logo. If you are GST registered, add your GSTIN.
2. Document title and number: write "Quotation" clearly at the top, with a unique quotation number (for example QT/2026-27/045) and the date.
3. Customer details: customer or company name, contact person, phone number and site or delivery address.
4. Subject or project line: one line saying what the quotation is for, such as "Supply of office chairs for 2nd floor".
5. Item table: serial number, item description, quantity, unit, rate and amount for every line. This is the heart of the quotation.
6. Totals: subtotal, discount if any, tax, and the final amount. Write the grand total in words as well as figures.
7. Terms and conditions: validity, payment terms, delivery or completion time, warranty and what is not included.
8. Payment details and signature: bank account or UPI ID, and your signature or stamp.

Writing the item table properly

Customers compare quotations line by line, so the item table decides whether you win the job. Write each item the way the customer will recognise it. "Office chair" is weak; "Mesh back office chair with arms, adjustable height" leaves no room for argument.

Always give a unit with the quantity: Nos, Pcs, Set, Mtr, Sq ft, Kg, Box, Job or Hour. A rate without a unit is the cause of many payment disputes. If labour is charged separately, put it as its own line, not hidden inside material rates. Customers trust a quotation more when they can see what they are paying for.

Keep the rate and the amount in separate columns. Amount is quantity multiplied by rate. If you give a discount, show it as a separate line below the subtotal rather than quietly reducing rates. The customer sees the saving, and you keep your standard rates on record for the next job.

Terms that save you from disputes later

Most quotation problems come from what was not written. A short terms section protects both you and the customer. Keep each term to one line in simple language.

• Validity: "This quotation is valid for 15 days from the date above." Prices of material change, so never leave validity open.
• Payment: say how much advance you need and when the balance is due, for example "50% advance, balance on delivery".
• Delivery or completion: give a realistic time from the date of the order or advance, not from the quotation date.
• Exclusions: list what you are not doing. Civil work, transport, or permissions are common exclusions.
• Warranty: mention the manufacturer warranty and any service warranty you give yourself.

Common quotation format mistakes

• No quotation number, so neither side can refer to it later.
• One lumpsum figure with no breakup. Customers assume you are hiding margin.
• No validity date, so a customer comes back after three months expecting the old price.
• Tax not mentioned, so the customer thinks your price includes GST and then disputes the bill.
• Sending a photo of a handwritten page. It works, but it looks less professional than a clean PDF.

Making this format without Word or Excel

You can build this format in Word or Excel, but keeping totals correct and the layout neat on a phone is slow. Quotely Pro is a quotation maker that works in your phone browser. You add items with quantity, unit and rate, the totals are calculated for you, and you download a branded PDF with your logo, terms and signature. Then you send that PDF to your customer on WhatsApp.

Once a customer accepts, you can turn the same quotation into an invoice. If you are not sure about the difference between the two documents, read quotation vs invoice.

Frequently asked questions