Ready-to-Use Graphic Design Quotation Template
This ready-to-use graphic design quotation template helps freelancers, studios, and clients document a proposed creative project with a clear scope, itemised fees, delivery timeline, revision limits, payment schedule, and approval terms. It supports transparent commercial discussions before work begins.
A graphic design quotation is a written commercial proposal that sets out the services, pricing, delivery expectations, and conditions for a design project. It gives the client a clear basis for approving the work and helps the designer avoid misunderstandings about scope or fees. A well-prepared quotation should be specific enough to identify what will be delivered while allowing room for agreed changes. Using a consistent template also makes proposals faster to prepare and easier to compare.
What a graphic design quotation should cover
The quotation should identify both parties, describe the project, and state the total cost or the method used to calculate it. It should also distinguish included services from optional or excluded work, such as printing, stock imagery, copywriting, or additional revisions.
Clear commercial terms are especially important when the project includes several deliverables, staged approvals, or work for more than one brand or campaign.
Define the scope in practical terms
Use measurable descriptions rather than broad expressions such as “branding support.” For example, specify the number of logo concepts, social media graphics, pages, formats, or final files included in the fee.
Essential fields and common mistakes
The following table summarises useful fields to include in a professional quotation and frequent issues to avoid when completing them.
| Quotation field | Purpose | Common mistake |
|---|---|---|
| Client details | Identifies the customer responsible for approval and payment | Using an informal contact name instead of the legal billing name |
| Project scope | Defines deliverables and included services | Leaving the scope too general or failing to set quantities |
| Fee and taxes | States the price, currency, and tax treatment | Not clarifying whether taxes or expenses are included |
| Timeline | Sets estimated delivery dates and client feedback deadlines | Promising dates without accounting for approval delays |
| Revision limit | Controls the number of amendments included | Using “unlimited revisions” without a written limitation |
How to price design services
Design services may be priced as a fixed project fee, an hourly or daily rate, a retainer, or a combination of these methods. The best approach depends on how clearly the scope is known, the level of creative risk, and whether the client expects ongoing support.
Include costs that may arise outside the design fee
State separately whether third-party expenses are included. These may include printing, image licences, fonts, specialist suppliers, travel, courier charges, website hosting, or production management.
- Specify the currency and whether applicable taxes are included.
- List each deliverable with its quantity or format.
- State the deposit amount and payment due dates.
- Set a limit on included revision rounds.
- Describe the rate or approval process for extra work.
Editable template
Document template
GRAPHIC DESIGN QUOTATION
Quotation No.: ____________________
Place: ____________________ Date: ____________________
Valid until: ____________________
Designer / Studio: ____________________
Address: ____________________
Email / Telephone: ____________________
Client: ____________________
Client address: ____________________
Client contact person: ____________________
Email / Telephone: ____________________
| Item | Description / Deliverables | Quantity | Fee |
|---|---|---|---|
| 1 | ____________________ | ____________________ | ____________________ |
| 2 | ____________________ | ____________________ | ____________________ |
| 3 | ____________________ | ____________________ | ____________________ |
| 4 | ____________________ | ____________________ | ____________________ |
| Subtotal | ____________________ | ||
| Taxes | ____________________ | ||
| Total quotation amount | ____________________ | ||
Project commencement date: ____________________
Estimated delivery date: ____________________
Payment method: ____________________
Deposit required: ____________________
Number of included revision rounds: ____________________
Additional work rate: ____________________
- Scope of services. The Designer will provide the services and deliverables listed in this quotation. Work outside this scope requires the Client’s prior written approval and may be charged separately.
- Payment. The Client shall pay the agreed deposit before work begins and the remaining balance according to the payment terms stated above.
- Revisions and approval. The quotation includes the stated number of revision rounds. Additional revisions or changes after approval may affect the fee and delivery schedule.
- Third-party costs. Printing, licences, stock assets, fonts, production, and other external costs are excluded unless expressly listed in this quotation.
- Acceptance. Acceptance of this quotation confirms the Client’s agreement with the scope, fees, schedule, and conditions set out above.
Additional notes:
________________________________________________________________________________
________________________________________________________________________________
______________________________
Designer / Authorised Representative
Date: ____________________
______________________________
Client / Authorised Representative
Date: ____________________
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Approval, revisions, and changes
A quotation should explain how the client accepts the proposal and how approvals will be given during the project. Written approval by email or signature is generally easier to evidence than informal verbal agreement.
Changes requested after approval of a concept, format, or scope should be treated as additional work unless the parties agree otherwise. The document can state the relevant hourly rate or require a separate quotation for substantial changes.
Practical recommendation: do not begin chargeable production work until the client has accepted the quotation in writing and any required deposit has been received.
Steps for preparing and issuing the quotation
Before sending the quotation, confirm the client’s objectives, required formats, deadlines, and decision-maker. Review the document carefully so that price, scope, and commercial conditions are consistent throughout.
- Collect the project brief and identify all expected deliverables.
- Calculate fees, anticipated expenses, and any applicable taxes.
- Set a realistic schedule based on production time and client feedback periods.
- Send the quotation and request written acceptance before starting work.
Frequently asked questions
Is a quotation the same as an invoice?
No. A quotation proposes services and prices before the work is performed or billed. An invoice is a request for payment for services supplied or due under the agreed payment schedule.
How long should a quotation remain valid?
The validity period is a commercial choice. Many designers state a period such as 15 or 30 days so that pricing, availability, and supplier costs can be reviewed if the client accepts later.
Can a client request work not listed in the quotation?
Yes, but the designer should confirm the additional scope, cost, and impact on delivery dates in writing before carrying out the extra work.