The quotation format, top to bottom
- Title and number — “Quotation”, QUO-001, in a series you use only for quotes.
- Quote date and valid-until date.
- From — your business, contact details, tax number.
- Prepared for — the decision-maker, company, site or delivery address, and their enquiry reference.
- Itemised lines — description, quantity, unit price, amount.
- Totals — subtotal, discount, tax, total; and the deposit to proceed if you ask for one.
- Scope and inclusions, then exclusions.
- Terms — payment terms, lead time, and how to accept.
Wording that prevents disputes
- Describe by outcome and by quantity. “Supply and fit 12 m² porcelain floor tiles, kitchen” not “tiling”.
- Name the exclusions in a sentence each. “Excludes removal of existing floor. Excludes tiles (client to supply).”
- State what would change the price if anything could: “Subfloor levelling, if required, at 18.00/m².”
- Make validity a date, not a number of days: “Valid until 14 October 2026.”
- Tell them how to say yes. “To accept, reply to this email quoting QUO-0042. A 50% deposit books the start date.”
Worked example: a service quotation
| Quote no. / date | QUO-0042 · 14 September 2026 · valid until 14 October 2026 |
| From | Okafor Heating Ltd, 12 Market Road, Bristol · VAT GB 123 4567 89 |
| Prepared for | Sam Okoro, 8 Orchard Close, Bristol |
| Lines | Supply and install combi boiler, 30 kW — 1 × 1,850.00 · Remove and dispose of old boiler — 1 × 120.00 · System flush — 1 × 180.00 |
| Totals | Subtotal 2,150.00 · VAT 20% 430.00 · Total 2,580.00 · Deposit to proceed (30%) 774.00 |
| Scope | Includes flue, controls, commissioning and certificate. Excludes radiator replacement and making good decoration. |
| Terms | Deposit books the installation date; balance on completion. Lead time two weeks from deposit. |
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Quotation or estimate?
If you can commit to the figure, call it a quotation. If the price depends on what you find, call it an estimate, and say what would change it. Read quotation vs estimate for the difference a customer can hold you to.
After acceptance
Carry the same lines, in the same order, onto the invoice, and reference the quotation number on it. Extra work goes on its own line rather than quietly increasing an existing one. If you prefer a Word file, there are six quotation templates in .docx.
Questions
Should a quotation include tax?
Yes — show net, tax and gross separately, so the customer knows whether the headline figure includes tax.
Does a quotation need to be signed?
Not to be valid, but an acceptance line (name, signature, date) or an emailed acceptance quoting the number gives you a clear record that it was accepted.
How many lines should a quotation have?
Enough that the customer can see what drives the price — usually three to ten. One figure invites one objection.
Keep reading
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