How to write a quotation: format, example and checklist
What a quotation contains and in which order: parties, number and dates, line items, total, exclusions and terms, with a worked example and a checklist.
At a glance
The short answer: what a quotation contains
A useful quotation tells the customer what you will provide, what it costs, and which conditions apply, so they can accept it. Write it in this order, which is also the format most quotation templates follow. Before opening one, confirm the requested outcome, quantity, delivery expectations, and billing contact, and ask about missing details that could change the price. A clear description of the work is more useful than a polished total with no explanation.
For this example, a small studio is quoting a three-page website design. The amounts below are illustrative, before any applicable tax, and are not recommended prices. Replace the example scope and conditions with your own agreement.
- Your business details, and the customer’s name and contact person.
- A quotation number, the issue date, and a validity date for the offer.
- Each deliverable with its quantity, unit, unit price and line amount.
- Subtotal, any discount, tax where it applies, and the total with its currency.
- Exclusions and assumptions, the timing, the payment terms, and how to accept.
1. Identify the document and both parties
Choose a quotation template in QuoteBill, then sign in to edit it. Use a recognizable document name such as "Website design quotation - September" and a project name such as "Three-page studio website". Check the document number, issue date, and validity date. The validity date should reflect how long you intend to offer these prices.
Enter your company and customer details, including the correct contact person. Confirm the country, currency, and document language before entering prices. A template provides a starting structure; its sample lines and settings still need review for this particular job.
2. Write line items the customer can check
Use the item title for the deliverable and its description for boundaries such as page count or the number of revisions. Keep quantities and unit prices separate. For the illustrative website quotation, enter these three lines:
- Discovery workshop
- quantity 1, unit price USD 200, line amount USD 200. One remote planning session.
- Page design
- quantity 3, unit price USD 150, line amount USD 450. Home, services, and contact page designs.
- Design handoff
- quantity 1, unit price USD 100, line amount USD 100. Final design files and one handoff meeting.
3. Review the arithmetic and exclusions
The example subtotal is USD 750: 200 + (3 x 150) + 100. If you agree to a discount, enter it deliberately and check the resulting line amounts. Review the tax settings for the transaction instead of treating a template default or this example as tax advice. Check the displayed total again after changing the country or currency.
Write exclusions in the notes: for example, website implementation, hosting, paid images, and copywriting are outside this design-only quotation. Specify whether an additional page or revision needs a separate estimate. Clear exclusions help both sides recognize when a request changes the scope.
4. Explain timing and payment conditions
Use the notes and payment terms fields for the agreed schedule, customer inputs, and billing arrangement. For example: "First design review within five working days after receipt of final text and images. Two revision rounds included." Only include a schedule you can actually offer, and explain any dependency on customer feedback.
State when payment will be requested and how the customer can accept the quotation through your usual communication channel. Keep the acceptance record with the project. QuoteBill lets you write these terms, but entering them does not obtain customer approval or guarantee their legal effect.
5. Save and check the quotation before sharing
Use "Save to cloud", confirm the document name, and wait for a successful save. Check the preview, then use "Print / PDF" to prepare a PDF through the browser print dialog. Open the saved PDF before sending it.
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