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Quotation template

Reviewed by Clausery editors · · 3 min read

Send a formal written quotation showing the price, scope, exclusions, validity and terms. A quotation is the same as a fixed price quote: once the customer accepts it in writing, you hold to that price. Fill it in online and download as PDF or Word.

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In many businesses "quotation" is used interchangeably with "quote" - a fixed price you will stick to, as distinct from an estimate which is an informed guess that can change. Use this template to issue a formal quotation with line items, terms and an expiry date.

The template is the same quote layout, with "Quotation" in the heading, a quotation number, itemised lines, what is not included, an expiry date, and an acceptance signature line. Download as an editable Word file or printable PDF.

What to include#

  • Quotation number and date. Unique quotation number, the date you issue it, and an expiry date (commonly 14 or 30 days).
  • Customer details. The customer name, billing address and any reference they provided.
  • Itemised pricing. Each item or task with description, quantity, unit price and line total.
  • What is not included. Clear list of exclusions so the customer cannot assume scope you did not price.
  • Terms and acceptance. Payment terms, delivery, warranty (if any) and a short signature line the customer signs to accept.

How to fill it in#

  1. Step 1: Open the quotation template

    Start from the button below; the heading is already set to Quotation.

  2. Step 2: Add your business and the customer

    Your name, contact details and tax number, plus the customer details and any quotation reference.

  3. Step 3: List items and prices

    One line per item or task with quantity and rate; the template calculates line totals and subtotal for you.

  4. Step 4: Set the expiry and terms

    14 or 30 days is typical. State payment terms (for example 50% deposit on acceptance, balance on completion).

  5. Step 5: Send and get acceptance

    Email the PDF and ask the customer to sign or reply in writing to accept. Once accepted you hold to the price unless they change the scope.

Invoice template guide

The full list of what to include, how to number and date an invoice, and step-by-step how-to.

Free quote template

The standard quote this quotation template is based on.

Estimate template

Use an estimate when the price may change rather than a fixed quotation.

Proforma invoice template

For pre-supply pricing, common for international shipping.

Quote vs estimate vs invoice

Which document to send at each stage.

Purchase order template

The buyer usually replies to a quotation with a PO.

Questions

Is a quotation the same as a quote?

Yes. In most English-speaking business use, "quotation" and "quote" mean the same thing: a fixed price offer you stick to once accepted.

What is the difference between a quotation and an estimate?

A quotation is a fixed price you commit to; an estimate is an informed guess that can change. If you do not want to be held to a price, send an estimate and say how you will tell the customer if it changes.

Is a quotation legally binding?

Once the customer accepts it in writing (by signing or replying with a go-ahead), a quotation typically becomes a binding fixed-price contract for the scope described.

How long should a quotation be valid?

14 to 30 days is typical; shorter when material prices are moving quickly. The expiry date protects you from having to honour old prices.

Do I need to show tax?

State whether the prices include VAT/GST/sales tax or show it separately, following local rules.

Browse all invoice templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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