Quotation Format: Sample, Fields, and Free Templates
A useful quotation should show who is quoting, what is included, how much it costs, when it can be delivered, and how long the offer remains valid. Start with the fictional sample below, then use the field explanations and free templates to prepare your own quote.
Quotation format example: a completed service quote
Fictional example for learning only. All businesses, addresses, contacts, prices, and terms below are invented. This is not an actual offer or an Invoice Builder product price. The 10% tax rate is an arithmetic example, not tax guidance.
Seller
Example Design Studio · 100 Example Street, Sample City · quotes@example.invalid
Customer
Example Retail Co. · 20 Sample Road, Sample City · Project: four-page product sheet
Quotation reference
Q-DEMO-001 · Issued October 6, 2026 · Valid through October 20, 2026
Currency
USD for every amount in this example
Itemized quotation
| Item / scope | Quantity | Unit | Unit price (USD) | Amount (USD) |
|---|---|---|---|---|
| Product sheet layout | 4 | page | 75.00 | 300.00 |
| Artwork revisions | 2 | hour | 50.00 | 100.00 |
Totals
- Subtotal (300.00 + 100.00): USD 400.00
- Discount: − USD 20.00
- Amount after discount: USD 380.00
- Illustrative tax (380.00 × 10%): USD 38.00
- Shipping (digital delivery): USD 0.00
- Total (380.00 + 38.00 + 0.00): USD 418.00
Payment, delivery, and acceptance terms
Scope and exclusions: Includes layout for four pages and two hours of revisions. The customer supplies final text and images. Printing, translation, photography, and additional revisions are excluded.
Payment: 50% on acceptance (USD 209.00) and 50% on delivery (USD 209.00). In your own quote, state the actual method and agreed payment milestones.
Delivery: PDF artwork by email within five business days after both the deposit and complete customer content are received.
Changes and acceptance: Confirm scope and price in writing using Q-DEMO-001 before work starts. Additional work needs a separate written price and schedule.
How to fill the fields in this sample
- Identify both parties: Replace the fictional seller and customer with the correct business names, contact details, and addresses. Keep the project reference specific enough to distinguish this job.
- Set the reference and validity: Use your own unique quotation number and actual issue date. Choose a validity date appropriate to your costs and delivery assumptions; this example uses October 20.
- Define each line item: Describe the deliverable, then enter a quantity, unit, and unit price. Here, four pages × USD 75.00 = USD 300.00, and two hours × USD 50.00 = USD 100.00.
- Reconcile the total: This example subtracts the USD 20.00 discount before calculating illustrative tax on USD 380.00. Use the tax treatment that applies to your transaction, and show any freight or other charges separately.
- Make the terms usable: State what is included, what the customer must supply, what is excluded, and when payment and delivery are due. Specify whether delivery timing starts from acceptance, payment, or receipt of materials.
To create your own document, start with the editable Word quotation template (.docx) for flexible layout, or the Excel quotation template (.xlsx) for automatic totals. The templates contain blank fields; the fictional sample above shows how to complete them. The Excel file has no dedicated discount field, so use Word for this sample layout or check any formula changes when adapting the spreadsheet. You can also browse the printable PDF formats.
What is a quotation?
A quotation, often shortened to quote, is a seller’s written offer describing products or services, prices, and commercial terms. It normally follows an inquiry and helps a customer decide whether to accept the proposed scope and price.
A quote is not the same as a final invoice, and it does not always mean the customer has accepted the offer. For larger jobs, add an acceptance area or move to a contract, sales order, and invoice after approval.
What fields belong in a quotation format?
The exact level of detail depends on the work, but a complete quotation usually includes:
Seller details
Business or individual name, address, contact person, phone, email, and relevant tax information.
Customer details
Customer company, contact, address, and a project or inquiry reference when available.
Quotation details
A unique quote number, issue date, validity date, and the person responsible for the offer.
Products or services
Names, specifications or scope, quantities, units, unit prices, discounts, and line amounts.
Totals
Subtotal, tax, freight or other charges, currency, and the final total.
Commercial terms
Payment method, milestones, lead time, delivery location, included scope, and exclusions.
How to write a quotation in 6 steps
Confirm the requirement
Verify specifications, scope, quantity, delivery location, and timing. If the request is unclear, avoid presenting an unexplained total.
Choose the right format
Use an automatic Excel quotation for many line items, Word when layout flexibility matters, or PDF when you need a printable form or visual reference.
Add both parties and quote details
Use complete business names, assign a unique quote number, and state the issue and validity dates.
Itemize scope and price
Make every cost understandable. For services, record deliverables, hours, rates, included revisions, and out-of-scope work.
Set the commercial terms
State tax, freight, payment milestones, lead time, warranty, currency, and price-adjustment conditions. Trade quotations should also name the Incoterm and place.
Review and send
Reconcile the calculations, details, and terms, then export a PDF with a clear filename and keep the exact version sent.
Quotation vs estimate vs invoice
| Document | Main purpose | Typical timing |
|---|---|---|
| Quotation / Quote | Offers a defined price, scope, and commercial terms | Before the customer accepts |
| Estimate | Provides an approximate cost where quantity or effort is uncertain | While scope or quantities may still change |
| Invoice | Requests payment and records an amount due | After acceptance, delivery, or a payment milestone |
Common quotation mistakes
- Showing only a total without specifications, scope, or quantities.
- Leaving out the validity date when material prices or exchange rates can change.
- Combining tax, freight, and discounts so the customer cannot reconcile the total.
- Failing to define exclusions, included revisions, or out-of-scope charges for services.
- Sending an editable draft without retaining the final PDF that the customer received.
Pre-send quotation checklist
- Are the customer, contact, and project names correct?
- Do quantity × unit price, discounts, tax, freight, and total reconcile?
- Are the currency, validity, payment method, and delivery timing explicit?
- Are scope, deliverables, and exclusions easy to understand?
- Can both parties track the quote number, filename, and version?
- Has the final document been exported to an easy-to-open PDF?
Start with an editable quotation template
Download free Excel, Word, and PDF quotation and quote templates with no account required. Choose a format for products, services, projects, or international trade.