Ready-to-Use Sales Quotation Template for Services
This ready-to-use quotation template helps businesses and independent professionals present a clear offer for goods or services. It includes client details, itemised prices, taxes, payment conditions, delivery or completion terms, validity period, and acceptance fields to support transparent commercial negotiations.
A quotation is a written commercial offer that sets out the price, scope, and conditions under which a supplier is prepared to provide goods or services. A clear quotation helps a client compare offers and decide whether to proceed. It also reduces misunderstandings about what is included, when the work will be completed, and how payment will be made. This template can be adapted for freelancers, small businesses, retailers, and service providers.
What a quotation should include
A well-prepared quotation identifies both parties, gives the document a unique reference number, and describes the proposed goods or services precisely. It should make the commercial terms easy to review before the client accepts the offer.
Where applicable, distinguish between net amounts, tax, discounts, delivery charges, and the final amount payable. Avoid relying on verbal assumptions that are not reflected in the written offer.
Core information
| Field | Purpose | Common error |
|---|---|---|
| Quotation reference | Allows the offer to be tracked and cited | Using the same number for multiple quotes |
| Client details | Identifies the intended recipient | Leaving out the legal or billing name |
| Scope of work | Defines what goods or services are included | Using vague descriptions |
| Validity period | States how long the price remains available | Failing to set an expiry date |
| Payment terms | Explains when and how payment is due | Not stating deposit or due-date requirements |
Describe the scope and pricing clearly
Each item should be listed separately with its quantity, unit price, and line total. For services, specify deliverables, expected hours or milestones, and any assumptions that affect the final price.
State whether pricing is fixed, estimated, or subject to adjustment. If expenses, travel, materials, third-party charges, or urgent work are excluded, say so plainly.
Useful pricing checks
- Use a unique quotation number and issue date.
- Describe each product or service in measurable terms.
- Show discounts and taxes as separate line items.
- State the currency used for all amounts.
- Confirm whether delivery, shipping, or travel costs are included.
Editable template
Document template
SALES QUOTATION
Quotation No.: ____________________
Place: ____________________ Date: ____________________
Supplier / Business Name: ____________________
Address: ____________________
Registration / Tax Number: ____________________
Contact Person: ____________________
Telephone / Email: ____________________
Client Name: ____________________
Client Address: ____________________
Client Registration / Tax Number: ____________________
Client Contact Person: ____________________
| No. | Description of goods or services | Quantity | Unit price | Total |
|---|---|---|---|---|
| 1 | ____________________ | ____________________ | ____________________ | ____________________ |
| 2 | ____________________ | ____________________ | ____________________ | ____________________ |
| 3 | ____________________ | ____________________ | ____________________ | ____________________ |
| 4 | ____________________ | ____________________ | ____________________ | ____________________ |
| Subtotal | ____________________ | |||
| Discount | ____________________ | |||
| Tax | ____________________ | |||
| TOTAL QUOTED AMOUNT | ____________________ | |||
Currency: ____________________
Quotation validity until: ____________________
Expected delivery / completion date: ____________________
Payment method: ____________________
Payment terms: ____________________
Additional notes: ____________________
- This quotation covers only the goods and services described above.
- Any change to the scope, quantities, specifications, or schedule must be agreed in writing and may affect the quoted price.
- Payment shall be made in accordance with the payment terms stated in this quotation.
- This quotation expires on the validity date stated above unless accepted in writing before that date.
- Acceptance of this quotation confirms the client's agreement to the listed goods or services, prices, and conditions.
Accepted by the Client
Name: ____________________
Signature: ____________________
Date: ____________________
Issued by the Supplier
Name: ____________________
Signature: ____________________
Date: ____________________
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Set payment and delivery conditions
Payment conditions should identify the due date, accepted payment methods, and whether a deposit is required. Delivery terms should state the expected delivery date or service completion schedule, while recognising that delays may occur if the client does not provide required information or approvals.
For larger projects, it is often useful to link payments to defined milestones. This makes the commercial arrangement easier to manage for both parties.
Practical recommendation: send the quotation in a durable format and ask the client to confirm acceptance in writing before starting work or ordering materials.
How to prepare and send a quotation
Review the scope with the client before issuing the document, then check all calculations and conditions. Keep a copy of the final version and any written acceptance together with related correspondence.
- Collect the client details and confirm the requested goods or services.
- Calculate quantities, prices, taxes, discounts, and additional charges.
- Set the validity period, payment terms, and delivery or completion schedule.
- Send the quotation and obtain written confirmation before performance begins.
Acceptance, changes, and record keeping
A quotation normally becomes commercially important when the client accepts it, subject to the applicable law and the terms stated in the document. The parties should record any amendments in writing, especially changes to price, scope, deadlines, or payment arrangements.
Store quotations, purchase orders, invoices, and acceptance records in an organised manner. These documents can help resolve questions about the agreed commercial terms.
Frequently asked questions
Is a quotation the same as an invoice?
No. A quotation is an offer made before the sale or work is confirmed, whereas an invoice requests payment for goods or services supplied or due under an agreed arrangement.
How long should a quotation remain valid?
The validity period depends on the business and market conditions. A clear expiry date is recommended, particularly where prices, stock, exchange rates, or supplier costs may change.
Can a client accept a quotation by email?
Email acceptance may be useful evidence of agreement, but its legal effect depends on the wording of the quotation, the parties' conduct, and the law that applies. Keep the acceptance message with the quotation record.