Ready-to-Use Price Quotation Template for Sales
This ready-to-use price quotation template helps businesses provide customers with a structured written offer for goods or services. It includes supplier and client details, item descriptions, quantities, unit prices, taxes, payment terms, delivery information, quotation validity, and acceptance fields.
A price quotation is a written commercial offer that sets out the price and conditions under which a supplier is willing to provide goods or services. It helps the customer compare options and gives both parties a clear record of the proposed transaction. A well-prepared quotation reduces misunderstandings about scope, taxes, delivery, and payment. This ready-to-use template can be adapted for products, professional services, projects, or recurring work.
Purpose of a Price Quotation
A quotation communicates the commercial terms before an order is confirmed. Unlike an invoice, it normally does not request payment and does not necessarily create a binding contract unless its wording, acceptance method, and applicable law provide otherwise.
Use it whenever a customer requests a formal estimate or when you need to document a negotiated offer. Clear quotations support more reliable sales processes and can make later invoicing easier.
Quotation versus estimate
An estimate is often an approximate projection that may change as the work develops. A price quotation is usually more specific, stating the offered goods or services, price, validity period, and conditions that apply to the offer.
Essential Information to Include
The document should identify both parties and make the offer easy to trace. Use a unique quotation number, issue date, and a concise description of the proposed goods or services.
| Document field | Purpose | Common mistake |
|---|---|---|
| Quotation number | Allows the offer to be tracked and referenced | Using the same number for different customers |
| Client details | Identifies the intended recipient of the offer | Misspelling the legal name or address |
| Item description | Defines the goods or services being quoted | Using vague descriptions without scope details |
| Validity period | States how long the quoted price remains available | Leaving the expiration date blank |
| Taxes and totals | Shows the payable amount and tax treatment | Failing to state whether tax is included |
Details that should be unambiguous
- The supplier's legal name, address, and contact information.
- The customer's name and billing or delivery address.
- A precise description of each product or service.
- The quantity, unit price, applicable taxes, and total price.
- The payment, delivery, and validity conditions.
How to Prepare a Clear Quotation
Start by confirming the customer’s request, including quantities, specifications, location, timing, and any optional work. Then present the commercial terms in a format that allows the customer to understand the full cost without having to infer missing details.
- Gather the client’s requirements and confirm the requested scope.
- Calculate unit prices, discounts, taxes, transport, and any additional charges.
- Enter the figures and conditions in the quotation template.
- Review the document, send it to the client, and retain a copy for your records.
State a clear expiry date and specify whether taxes, delivery charges, and installation are included in the quoted total.
Editable template
Document template
PRICE QUOTATION
Quotation No.: ____________________
Place: ____________________ Date: ____________________
Valid until: ____________________
Supplier Information
Business name: ____________________
Registration / Tax ID: ____________________
Address: ____________________
Contact person: ____________________
Telephone / Email: ____________________
Customer Information
Customer name: ____________________
Registration / Tax ID: ____________________
Address: ____________________
Contact person: ____________________
Telephone / Email: ____________________
Quoted Goods or Services
| Item | Description / Concept | Quantity | Unit Price | Tax | Total |
|---|---|---|---|---|---|
| 1 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| 2 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| 3 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| Subtotal | ____________________ | ||||
| Discount | ____________________ | ||||
| Taxes | ____________________ | ||||
| TOTAL QUOTED PRICE | ____________________ | ||||
Terms and Conditions
- Scope: This quotation covers the goods and/or services described above, subject to the stated specifications.
- Delivery or performance period: ____________________.
- Payment terms: ____________________.
- Validity: This quotation is valid until ____________________ and is subject to written acceptance by the customer.
- Additional conditions: ____________________.
Delivery address or service location: ____________________
Currency: ____________________
Acceptance method: ____________________
By signing below, the customer confirms acceptance of this quotation and its stated terms and conditions.
____________________________
Supplier's authorized representative
Name: ____________________
Date: ____________________
____________________________
Customer's authorized representative
Name: ____________________
Date: ____________________
Edit the text right here. Changes are stored in your browser, and you can print them or export to Word and PDF.
Pricing, Taxes, and Payment Terms
Prices should be presented consistently, using a stated currency and a clear distinction between subtotal, discount, tax, and final total. If the quotation is tax-exempt or tax is not applicable, indicate that expressly rather than leaving the tax line unclear.
Payment terms should state the method, due date, deposit requirement where relevant, and any conditions for late payment. If the customer must pay a deposit before work begins or goods are ordered, specify the amount or percentage and when it is due.
Validity, Acceptance, and Changes
Every offer should state how long it remains valid. Supplier costs, exchange rates, stock availability, and project requirements may change, so the validity period protects both parties from relying on outdated pricing.
Explain how acceptance occurs, such as a signed copy, a purchase order, written confirmation, or payment of a deposit. Any changes to quantities, scope, delivery dates, or specifications should be confirmed in writing and may require a revised quotation.
Record Keeping and Good Practice
Keep a copy of each quotation together with supporting calculations, correspondence, and accepted versions. A numbering system helps staff locate documents and reduces the risk of issuing inconsistent terms to the same customer.
For complex transactions, include or attach detailed specifications, schedules, drawings, or terms and conditions. Where local law or sector rules apply, ensure the document includes the required tax, consumer, and business information.
Frequently Asked Questions
Is a price quotation legally binding?
It can be binding in some circumstances, depending on its wording, the manner of acceptance, the parties’ conduct, and the law that applies. Use clear language about whether the document is an offer, an estimate, or subject to further agreement.
How long should a quotation remain valid?
The appropriate period depends on the market and the stability of costs. Many businesses use a period such as 7, 15, or 30 days, but the document should always state the exact expiration date.
Can a quotation be changed after it is sent?
Yes, but changes should be issued in a revised quotation with a new date or version number. Obtain the customer’s written confirmation before treating the revised terms as accepted.