Sales · document template

Quotation format

A professional price quotation for goods or services, with item-wise pricing, GST, validity and payment terms.

This is a starting draft, not legal advice. Have a qualified professional review anything binding before you sign or send it.

Your business name, address, phone, email and GSTINQuotation number and dateCustomer name, company and address

Subject

Quotation for the supply of goods / services as requested.

Item / service, quantity, unit price and amount (one per line)Subtotal, GST rate and GST amount, total payableDelivery or completion timelinePayment terms (e.g. 50% advance, balance on delivery)Quotation valid until

Terms

Prices are in Indian rupees. GST is charged at the applicable rate. Any change in scope or quantity may change the price. This quotation is not an invoice.

Authorised signatory name and designation

Fill in the fields first — your entries are included in the download. Nothing is uploaded.

How to write a quotation

A quotation tells a prospective customer exactly what you will supply, at what price, and on what terms, before they place an order. It helps customers compare suppliers and gives you a clear record if the price is later questioned.

Unlike an invoice, a quotation doesn't ask for payment. Once accepted, it usually becomes the basis for a purchase order and then an invoice.

What to include

Your business details and GSTIN
Unique quotation number and date
Customer details
Item-wise description, quantity, rate and amount
GST rate and amount, and total
Delivery timeline, payment terms and validity date

Tips

1Number every quotation so you can track which ones convert.

2Set a validity date — input prices can change.

3Show GST separately so business customers can claim input tax credit.

4Follow up within two or three days of sending.

Frequently asked questions

What is the difference between a quotation and an invoice?

A quotation offers a price before an order is placed; an invoice requests payment after goods or services are supplied.

Is GST mentioned on a quotation?

It's good practice to show the GST rate and amount so the customer knows the total cost.

How long should a quotation be valid?

Commonly 15 to 30 days, depending on how quickly your costs change.

Is a quotation legally binding?

It's an offer. Once the customer accepts it, it can form part of a contract, so make sure terms are accurate.