Standby generator quotation template
Standby generator quotation template: unit sized from a load list, transfer switch, pad, fuel and wiring, and commissioning with a first service.
Templates by industry
- Standby generator, rated output in kW
- Automatic transfer switch
- Concrete pad and placement
- Fuel connection or tank, and wiring
- Commissioning and first service plan
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Standby generator, rated output in kW", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Commissioning and first service plan", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm completed quantities, site photos, agreed test results and any remaining remedial work. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
A standby generator quotation answers one question the client cares about: what keeps working when the power goes. The size of the unit, the transfer switch and the circuits connected to it all follow from that answer, so the load list belongs at the start. This template prices generator, switch, base, fuel and wiring, and commissioning separately, which also shows where a cheaper offer has cut capacity or left out the switch.
Fields to prepare
- Deliverables and line items
- Standby generator, rated output in kW, Automatic transfer switch, Concrete pad and placement, Fuel connection or tank, and wiring, Commissioning and first service plan: specify the planned quantity and delivery scope for each item.
- Standby generator, rated output in kW
- Name model and rated output, and attach the list of loads you sized it for, such as heating, fridge, pumps and lights.
- Automatic transfer switch
- Say whether the switch transfers the whole supply or selected circuits, and that it keeps the generator from feeding back into the grid.
- Concrete pad and placement
- Give the pad size and the unit’s position, keeping the distances from windows and openings that the manufacturer requires.
- Fuel connection or tank, and wiring
- State the fuel type and who makes the fuel connection, which may need a different qualified trade.
- Commissioning and first service plan
- Describe the test run, what the first service includes and when it falls due.
- Site and measured quantities
- Record the site, work zones, areas, lengths or counts, and access hours.
- Materials and work stages
- Specify materials, labor, removal, disposal and making-good allowances, and completion criteria for each stage.
- Scope to agree
- Size the generator from the loads the client wants kept running, name the transfer switch, and state who connects the fuel and who checks siting rules.
Before sending
- Does “Standby generator, rated output in kW” say what is included and what quantity the price assumes?
- Would the customer read “Automatic transfer switch” the way you do, including what it leaves out?
- Can you still honour the price of “Concrete pad and placement” on the last day the quotation is valid?
Show 5 more
- Does “Fuel connection or tank, and wiring” say what is included and what quantity the price assumes?
- Would the customer read “Commissioning and first service plan” the way you do, including what it leaves out?
- Agree how quantity changes following measurement or drawing revisions will be approved.
- Confirm client-supplied materials and work that other contractors must finish first.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Standby generator, rated output in kW | 1 × $6,200.00 | $6,200.00 |
| Automatic transfer switch | 1 × $1,350.00 | $1,350.00 |
| Concrete pad and placement | 1 × $520.00 | $520.00 |
| Fuel connection or tank, and wiring | 1 × $1,450.00 | $1,450.00 |
| Commissioning and first service plan | 1 × $380.00 | $380.00 |
| Subtotal | $9,900.00 | |
| Sales tax (8%) | $792.00 | |
| Total | $10,692.00 | |
Quoted net amount $9,900.00, sales tax $792.00, quoted total $10,692.00.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
Does the quotation need to cover noise or siting rules?
Local rules on noise and placement differ, so check them for the address and say in the notes who does it. Placing the unit away from bedrooms and neighbours’ windows also helps avoid complaints later.
Should I include ongoing maintenance?
Offer it as a separate service with a yearly price, since standby units need regular test runs and servicing to start when needed. Keeping it off the installation total lets the client compare installers fairly.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $792.00 on a net amount of $9,900.00, for a total of $10,692.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Standby generator quotation template: How to write a quotation: format, example and checklist and Quotation vs invoice: differences and timing. The VAT and GST calculator adds tax to your quoted prices.