How to Make a Quotation: Format, What to Include and a Free Template

A quotation (also called a quote or estimate) is the price offer you send a customer before the work starts. It tells them what you will supply, what it will cost and on what terms. A clear quotation wins more orders than a price sent as a WhatsApp message, because the customer can compare it, show it to family or a manager, and trust that nothing is hidden.

Here is exactly what to put in one, a format you can copy, and a free way to make it in a minute.

What a quotation must include

• Your business details: name, logo, address, phone, email and GSTIN if you are registered.
• Customer details: name, address and phone of the person or company you are quoting.
• Quotation number and date: for example QT-001, so you can find it later and refer to it in the invoice.
• Valid until: the last date the price is guaranteed.
• Items or work: a short, specific description of each item, with quantity, unit (pcs, sq ft, kg, hours) and rate.
• Discount, if any, shown clearly as a percentage or amount.
• GST, if you are registered: CGST and SGST for a customer in your state, or IGST for a customer in another state.
• Total, in figures and in words.
• Terms: advance and payment terms, delivery or completion time, and what is not included.
• Signature: "For [your business], Authorised signatory".

A simple quotation format you can copy

#	Item / work	Qty	Rate (₹)	Amount (₹)
1	Modular kitchen, L-shape with soft-close drawers	1 job	1,45,000	1,45,000
2	Sliding wardrobe, laminate finish	2 pcs	38,000	76,000
3	Installation and transport	1 job	5,000	5,000
	Subtotal			2,26,000

Below the subtotal, show the discount, then GST, then the final total. Always calculate GST on the amount after discount.

How to show GST in a quotation

If you are GST-registered, showing tax in the quotation avoids an unpleasant surprise later. Use the rate that applies to each item (common rates are 5% and 18%). For a customer in the same state, split the tax equally into CGST and SGST; for a customer in another state, charge IGST. If you are not registered, do not add GST, and do not write a GSTIN.

How long should a quotation be valid?

Most businesses keep a quotation valid for 7 to 30 days. Use a shorter period if your material prices change often (steel, wood, electronics) and a longer one for services with stable pricing. Write the exact date, not "15 days", so there is no confusion.

Terms that save you trouble later

• Advance required to confirm, for example 50%, and when the balance is due.
• Delivery or completion time, counted from the date the advance is received.
• What is not included, for example civil work, electrical points or transport beyond city limits.
• That prices may change after the validity date.

Common mistakes to avoid

• Vague descriptions like "furniture work". Say exactly what, how many and what material.
• No validity date, which lets old prices be claimed months later.
• Adding GST without being registered, or using CGST/SGST for an out-of-state customer.
• Totals worked out by hand with mistakes. Let a tool do the maths.
• Sending a photo of a handwritten page. A neat PDF looks far more professional.

Make your quotation for free

The free Quotation Maker does all of this for you: add your logo, items, GST, discount and terms, and download a clean PDF to send on WhatsApp or email. No sign-up, and nothing is saved. It is also available in Hindi. When the customer says yes, turn it into a bill with the free GST Invoice Generator.

Sending quotes and bills every day? Business automation can turn an accepted quote into an invoice in one click and send follow-up reminders for you.