How to Write a Quotation (Free Quote Template)
How to write a clear price quotation that wins work — the must-have fields, validity, and a free way to make one.
A quotation (or quote) tells a potential client what a job will cost before they commit. A clear, professional quote builds trust and wins more work.
What to include in a quotation
- The word “Quotation” and a unique quote number.
- Your business and client details.
- An itemised breakdown of the work and prices.
- The total, including or excluding tax (state which).
- A validity period (e.g. “Valid for 30 days”).
- Any terms or assumptions.
Quotation vs invoice
A quote is an estimate sent before the work; an invoice requests payment after. Once the client accepts your quote, you do the work and then send an invoice.
Tips to win the job
- 1Be specific so the client knows exactly what's included.
- 2Add a short validity period to encourage a decision.
- 3Keep it clean and branded — it's a sales document.
Frequently asked questions
How do I write a quotation?
List the work with itemised prices, add your and the client's details, show the total and tax, and include a validity period — then send it as a PDF.
What is the difference between a quote and an invoice?
A quote is a price estimate sent before work begins; an invoice requests payment after the work is delivered.
How long should a quotation be valid?
30 days is common. Stating a validity period encourages the client to decide and protects you if prices change.
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