Sales Quotation Format – Price Quotation Sample and Generator
The sales quotation format for quoting goods: unit prices, quantity breaks, delivery and payment terms, with a filled sample and a free generator that downloads it as a PDF.
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A sales quotation is a price for a stated quantity of goods, held open for a stated period. Everything difficult about it comes from those two constraints: you are fixing a number against costs that may move, for a customer who is almost certainly holding two other quotations.
The format below is built for that comparison. If you want the general anatomy of a quotation document instead, that is on the quotation format page; this one is about pricing goods.
Filled in
Sales quotation sample
A business quote for goods, with a quantity break and delivery priced separately.
QUOTATION — QUO-2291
Date: 8 October 2026 · Valid until: 22 October 2026 (14 days)
Your enquiry: RFQ-4471, 6 October
From: Meridian Packaging Ltd · 14 Trade Road, Ikeja, Lagos ·
sales@meridianpack.example · VAT 0192837465
Prepared for: Mr O. Balogun, Procurement, Kessler Foods Ltd
1. Corrugated carton, 320 × 240 × 180 mm, double wall, printed
1 colour — 5,000 units × 412.00 = 2,060,000.00
Quantity break: 10,000 units at 386.00/unit
2. Printing plate, one-off origination — 1 × 145,000.00 = 145,000.00
3. Delivery to Kessler Foods, Agbara — 2 trips × 78,000.00 = 156,000.00
Subtotal 2,361,000.00 · Discount (settlement, 2%) −47,220.00 ·
VAT at 7.5% 173,533.50 · Quoted total 2,487,313.50
Deposit to proceed (40%) 994,925.40
Lead time: 15 working days from artwork approval and deposit.
Delivery: priced for two trips to Agbara; additional trips at 78,000.00 each.
Excludes: artwork design, pallets, out-of-hours delivery.
Price validity: 14 days. Board prices are reviewed monthly by our mill; we
cannot extend this quotation at the same rate.
To accept: reply quoting QUO-2291 with approved artwork.
Three things are doing the work here. The quantity break is printed rather than waiting to be asked for, which turns the buyer’s internal conversation into “should we order more?” The origination cost is on its own line so the unit price stays comparable against a competitor who is quoting a bare board price. And the validity says why it is fourteen days, which makes a short window read as honesty rather than pressure.
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Fill in the quotation below and download the PDF. Unit prices multiply out, tax and discount apply to the subtotal, and the valid-until date fills from the validity period. Nothing you type is sent to us.
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Pricing
Pricing goods on a quotation
The decisions that change whether the quotation converts.
Unit price, always
The buyer compares per unit. A total-only quotation cannot be compared against a competitor, so it gets set aside rather than negotiated.
One-off costs separated
Tooling, origination, setup, artwork. Folded into the unit price they make you look expensive on the number the buyer is benchmarking.
Quantity breaks printed
Show one or two. It costs nothing and it regularly increases the order, because the buyer can see the saving without having to ask for it.
Delivery priced, not absorbed
Named delivery point, number of trips, cost per additional trip. Absorbed delivery is the most common source of margin loss on repeat orders.
Validity matched to your cost
If your input price is reviewed monthly, do not quote a 90-day validity. Say why the window is short and it reads as competence.
Settlement discount stated as a term
“2% if paid within 7 days” is a financing offer, not a price cut. Put it in the terms, not in the unit price.
Sales vs service
Quoting goods and quoting work are different documents
| Aspect | Sales quotation (goods) | Service quotation (work) |
|---|---|---|
| Priced by | Unit × quantity | Scope, hours or milestones |
| Main risk | Input cost moving before acceptance | Scope expanding after acceptance |
| Protected by | A short validity period | A written exclusions list |
| Discount lever | Quantity break | Package or retainer |
| Delivery | Freight, incoterm, trips | Lead time and availability |
| Also see | This page | Quotation format and the trade pages |
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- Unit prices and quantities that multiply out
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- Deposit and settlement terms on the quotation
- The accepted quote becomes the invoice
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Questions
Sales quotation FAQ
What is a sales quotation format?
The layout used to quote a price for goods: your details, a quotation number and date, a validity date, the customer, then one line per product with quantity, unit price and amount, followed by subtotal, discount, tax and the quoted total, and finally delivery and payment terms. It differs from a service quotation mainly in that the unit price does the work.
How is a sales quotation different from a price list?
A price list is an open offer to anyone at standard prices. A sales quotation is addressed to one customer, for a stated quantity, valid for a stated period, and it can carry a quantity discount a price list would not. Sending a price list when a customer asked for a quotation reads as a brush-off.
Should a sales quotation show unit prices or just the total?
Unit prices, always. A buyer comparing suppliers compares per-unit figures, and a quotation showing only a total cannot be compared at all — so it tends to be discarded rather than queried. It also lets the customer adjust quantity instead of walking away from the price.
How do I quote a price when my own supplier has not confirmed?
Quote the price you can hold and shorten the validity to match — seven or fourteen days rather than thirty. Alternatively, state that the price is subject to confirmation at order. What you should not do is quote a long validity on a cost you do not yet control.
Should I include delivery in a sales quotation?
As its own line, priced, with the delivery point named. Buried in the unit price it makes you look expensive per unit; left out entirely it becomes an argument at invoicing. Name the incoterm on export quotations.
What is a quantity break and should I show it?
A lower unit price at a higher volume. Showing one or two breaks on the quotation — 100 units at one price, 500 at another — frequently increases the order, because the customer can see what buying more is worth without having to ask.