Web Design Quotation Format
Web design projects go wrong in the middle, not at the start. The client adds pages, asks for a fifth round of changes, or sends content three weeks late, and the project that was quoted for two weeks is still open after two months. A good web design quotation defines the scope tightly enough that every change has a clear price.
This page is written for freelancers and small agencies. It covers what to put in a website quotation, and gives a sample for a six-page business website.
Define the scope precisely
- Pages: list each page by name, such as Home, About, Services, Gallery, Blog and Contact, rather than a page count alone.
- Platform: WordPress, a site builder, or custom code, and whether the client will edit content themselves.
- Features: contact form, WhatsApp chat button, map, gallery, blog, booking or payment gateway. Each feature is a line.
- Design: custom design or a theme customised to the brand, and how many design concepts.
- Responsive design for mobile and tablet, which should be standard.
- Revisions: the number of revision rounds included, and the rate for extra rounds.
- Content: who writes the text and supplies the images, and the deadline for content.
- Exclusions: logo design, copywriting, paid plugins or themes, stock photos, and ads.
Domain, hosting and ownership
Register the domain and hosting in the client's name, with their email, even if you pay for it and bill them. Write this in the quotation. It avoids awkward situations later if the relationship ends, and clients trust freelancers who offer it.
Also state when ownership of the design and code passes to the client, usually on full payment, and whether you may show the site in your portfolio.
Sample web design quotation (6-page business website)
Riya Sharma
Freelance Web Designer, Chandigarh GSTIN 04ABCDE1234F1Z5 (sample)
QUOTATION
- Quotation No.
- QT/2026-27/016
- Date
- 01 Oct 2026
- Valid till
- 16 Oct 2026
Bill To
Kumar Physiotherapy Clinic
Sector 22, Chandigarh
Subject: Design and development of business website (6 pages)
Swipe the table sideways to see all columns
| # | Item | Qty | Unit | Rate (₹) | GST | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | UI design: Home, About, Services, Gallery, Blog, Contact | 6 | Pages | 3,500.00 | 18% | 21,000.00 |
| 2 | Responsive WordPress development | 6 | Pages | 3,000.00 | 18% | 18,000.00 |
| 3 | Contact form, Google Map and WhatsApp chat button | 1 | Job | 2,000.00 | 18% | 2,000.00 |
| 4 | Basic on-page SEO: titles, meta descriptions, sitemap, Search Console | 1 | Job | 3,500.00 | 18% | 3,500.00 |
| 5 | Domain registration, .in (in client's name) | 1 | Year | 800.00 | 18% | 800.00 |
| 6 | Shared hosting with SSL (in client's name) | 1 | Year | 4,500.00 | 18% | 4,500.00 |
| 7 | Content upload (text and images supplied by client) | 1 | Job | 2,000.00 | 18% | 2,000.00 |
| 8 | Training session and handover (1 hour) | 1 | Job | 1,500.00 | 18% | 1,500.00 |
Terms & Conditions
- 2 rounds of design revisions included; extra rounds Rs. 1,500 each.
- Payment: 50% advance, 25% on design approval, 25% before go-live.
- Timeline: 15 working days after advance and all content received.
- Ownership transfers to client on full payment.
For Riya Sharma
Authorised signatory
Bank / UPI (sample)
Sample Bank, A/c 000123456789, IFSC SAMP0001234
UPI: riyasharma@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 rates shown are common rates; confirm the current rate for your items with your accountant.
Milestones and payment
Tie payments to milestones: an advance to start, a payment on design approval, and the balance before the site goes live. A common split is 50 percent, 25 percent and 25 percent. Give a timeline for each milestone in working days, and make it depend on the client: "Timeline starts after receipt of advance and all content."
After launch, offer a maintenance plan as a separate line: updates, backups and small content changes for a monthly or yearly fee. It keeps you in touch with the client and brings regular income.
GST for freelancers
Many freelancers are not GST registered, because registration is generally required only when turnover from services crosses Rs. 20 lakh in a year (Rs. 10 lakh in some special category states), or in certain cases such as some exports. If you are registered, show GST on the quotation. If not, write "GST not applicable" so the client does not expect tax to be added later. Your accountant can confirm which applies to you.
Faster web design quotations
Most website quotations reuse the same page and feature lines. In Quotely Pro you save your page rates, features and hosting lines, copy a previous proposal, adjust for the new client, and send a clean PDF on WhatsApp the same day as the discovery call. For print material to go with the website, see the printing quotation format.
Frequently asked questions
What should a web design quotation include?
A web design quotation should list each page, the platform, features such as forms and chat buttons, design approach, revision rounds, content responsibility, domain and hosting, timeline, payment milestones, ownership terms, maintenance options and exclusions such as logo design and copywriting.
How do freelancers price website design?
Freelancers commonly price per page plus features, or as a fixed project price for a defined scope. Per-page pricing makes it easy to adjust when the client adds or removes pages. Domain, hosting and maintenance are usually separate lines.
Who should own the domain and hosting?
The domain and hosting should be registered in the client's name and email, even if the designer sets them up. This gives the client full control of their website and avoids disputes if they change designers later.
How many revisions should a web design quotation include?
Two revision rounds for design is a common standard. The quotation should state the number included and the charge for extra rounds, so scope changes are paid for fairly.
Do freelance web designers need to charge GST?
Generally, GST registration is required when annual turnover from services exceeds Rs. 20 lakh (Rs. 10 lakh in some special category states), with some exceptions. If not registered, write that GST is not applicable. Confirm your position with an accountant.