Water quality testing quotation
Quotation template for testing laboratories: water sample collection, water parameter analysis and analytical report preparation. Download it as Excel or Word.
Templates by industry
- Water sample collection
- Water parameter analysis
- Analytical report preparation
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Water sample collection", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Analytical report preparation", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Link subject identifiers to results and deliver observations and agreed follow-up actions. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Water testing is ordered for many reasons: a private well before a house sale, a food business checking its supply, a building after plumbing work, or a site monitoring its discharge. Each needs a different list of parameters, and for some tests the sample must reach the laboratory within hours. This quotation prices sampling, analysis and reporting apart, so the client can see what changes when it adds a microbiological test or takes the samples itself.
Fields to prepare
- Deliverables and line items
- Water sample collection, Water parameter analysis, Analytical report preparation: specify the planned quantity and delivery scope for each item.
- Water sample collection
- Count sampling points and visits, and say whether bottles, preservatives and cool boxes are supplied; time-sensitive samples need a slot that fits the laboratory's receiving hours.
- Water parameter analysis
- List the parameters or the named test suite with a price per sample, so adding one parameter does not mean re-quoting the whole job.
- Analytical report preparation
- Give the turnaround in working days from the sample reaching the laboratory, and say whether results are compared with a limit the client names.
- Subjects and quantities
- Record sample, asset or site counts, identifiers, test items and accessible areas.
- Method and report
- Specify agreed methods, report format, delivery deadline and whether retesting is included.
- Scope to agree
- Define collection points, sample counts, analytical parameters, sample-transport responsibility and report turnaround.
Before sending
- Does “Water sample collection” say what is included and what quantity the price assumes?
- Would the customer read “Water parameter analysis” the way you do, including what it leaves out?
- Can you still honour the price of “Analytical report preparation” on the last day the quotation is valid?
Show 3 more
- Separate visit, collection and transport costs from analysis and reporting.
- Document inaccessible areas and excluded tests before work starts.
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Water sample collection | 12 × $450.00 | $5,400.00 |
| Water parameter analysis | 5 × $60.00 | $300.00 |
| Analytical report preparation | 4 × $750.00 | $3,000.00 |
| Subtotal | $8,700.00 | |
| Sales tax (8%) | $696.00 | |
| Total | $9,396.00 | |
Quoted net amount $8,700.00, sales tax $696.00, quoted total $9,396.00.
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
What if the client wants to take the samples themselves?
Remove the collection line and add one for a sampling kit with instructions. State in the notes that results describe the sample as received, and that a sample arriving too warm or too late may have to be taken again at the client's cost.
How should I quote a retest after a failed result?
Offer it as an optional line at the per-sample price, limited to the parameters that failed. A retest often follows flushing or disinfecting a system, and having it in the quotation saves a second round of approval.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $696.00 on a net amount of $8,700.00, for a total of $9,396.00. The editor recalculates all three when you change a quantity, a price or the country.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as QUO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Water quality testing quotation: How to write a quotation: format, example and checklist and Quote to invoice: how to convert a quote, step by step. The VAT and GST calculator adds tax to your quoted prices.