How to Write a Quotation for a Client (With a Business Format)
A client quotation should identify both businesses, carry a unique quote number, issue date and validity date, and list each item with quantity, unit price and line total. Show discounts, tax and the grand total, then state payment terms, delivery or lead time, exclusions and how the client can accept the offer.
That's the short version. The rest of this guide covers the standard business quotation format, how to word each section, the mistakes that slow acceptance, and a fictional example you can copy.
What a client quotation needs to do
A quotation is your written offer: what you'll supply, at what price, and on what terms. A good one does three jobs:
- Lets the client decide quickly. Every number they need to approve is on the page, so they don't have to email you back with questions.
- Lets the client compare fairly. Buyers often collect several quotes. Clear item descriptions, quantities and totals make yours easy to compare, and easy to pick.
- Protects both sides. A stated scope, validity date and exclusions mean there's less room for "I thought that was included" later.
A quotation isn't an invoice. It comes before the client commits, while an invoice formally bills a transaction. If you need the full comparison, including where a proforma invoice fits, read quotation vs proforma invoice vs invoice.
The standard business quotation format
Most business quotations follow the same structure. Use this checklist as your quotation format:
| Section | What to include |
|---|---|
| Seller details | Your business name, address, contact details and logo; your tax registration number if your country requires it |
| Buyer details | The client's business name, address and contact person |
| Quote number | A unique reference, such as QT-0042, so both sides can refer to it |
| Issue date | The date you send the quotation |
| Validity date | The last date the prices and terms apply |
| Itemised lines | Description, part or model number if relevant, quantity, unit, unit price and line total |
| Subtotal | The sum of all line totals |
| Discounts | Any discount, shown as a separate line, not hidden inside unit prices |
| Tax | The tax that applies to the deal, with the rate shown |
| Grand total | The final amount the client pays, with the currency stated |
| Payment terms | When and how you expect payment, such as an advance and the balance before dispatch |
| Delivery or lead time | When the client can expect the goods or service after they accept |
| Exclusions | What the price doesn't cover, such as freight, installation or site work |
| Acceptance | How the client confirms the order: a signature, a purchase order or written email confirmation |
You don't have to build this from scratch. The free quotation template already has these fields laid out.
How to write each section clearly
Seller and buyer details. Use the client's full legal business name, not a nickname or a contact person's name alone. If they have separate billing and delivery addresses, check which one belongs on the quote.
Quote number and dates. Give every quotation its own number and never reuse one. A consistent series (QT-0041, QT-0042 and so on) makes quotes easy to find when the client replies weeks later. Put the issue date and the validity date near the top, where nobody can miss them.
Item descriptions. Write descriptions the client's purchasing team would recognise. "Bracket" is vague. "Stainless steel mounting bracket, 2 mm, Part No. NB-200" is specific. If the client sent a request for quotation (RFQ), mirror their item names and order so they can match your lines to theirs.
Quantities and units. Always state the unit: pieces, kg, metres, hours, sets. "200" means little on its own. "200 pcs" doesn't leave room for doubt.
Prices, discounts and totals. Show unit price and line total for every line, then subtotal, discount, tax and grand total in that order. Double-check the arithmetic. A wrong total is the fastest way to lose a client's confidence.
Tax. Show the tax rate and amount separately, and say whether your prices include or exclude tax. The right tax depends on where you and your client are based. For example, in India it would be GST, and in many other countries VAT or sales tax.
Payment terms. Be exact. "50% advance with the order, balance before dispatch" is clear. "Payment as usual" isn't.
Delivery or lead time. Say when the clock starts: "3 weeks from receipt of advance payment" is better than "3 weeks".
Exclusions. List what isn't included. It feels negative, but it prevents disputes and makes your price easier to compare with competitors who left those costs out.
Acceptance. Tell the client exactly how to say yes. For example: "To accept, sign and return this quotation or send a purchase order quoting QT-0042."
Common mistakes that delay acceptance
- Vague scope. If the client can't tell exactly what they're buying, they'll ask questions or compare you against a cheaper, narrower offer.
- Missing validity date. Without one, a client might try to accept old prices months later, after your costs have changed.
- Unclear tax. If the quote doesn't say whether tax is included, the client can't compare it, and their finance team may send it back.
- No acceptance method. If the client doesn't know how to confirm, the deal stalls in their inbox.
- Arithmetic errors. One wrong line total makes every other number look doubtful.
- Hidden extras. Adding freight or packing charges after acceptance damages trust. Put them on the quote or list them as exclusions.
A short fictional B2B example
This example is fictional. The businesses, items, prices and tax rate are made up to show the format.
Quotation QT-0042
From: Northfield Components (fictional seller)
To: Harbor Line Fabrication, Attn: Purchasing (fictional buyer)
Issue date: 11 November 2026 · Valid until: 11 December 2026 · Currency: USD
| # | Item | Qty | Unit price | Line total |
|---|---|---|---|---|
| 1 | Stainless steel mounting bracket, 2 mm, Part No. NB-200 | 200 pcs | 4.50 | 900.00 |
| 2 | M8 hex bolt set, Part No. HB-08 | 200 sets | 1.20 | 240.00 |
| 3 | Packing and crating | 1 lot | 60.00 | 60.00 |
- Subtotal: 1,200.00
- Discount (5%): −60.00
- Taxable amount: 1,140.00
- Tax (10%, example rate): 114.00
- Grand total: USD 1,254.00
Payment terms: 50% advance with order, balance before dispatch.
Lead time: 3 weeks from receipt of advance payment.
Exclusions: Freight, insurance and installation.
Acceptance: Sign and return this quotation, or send a purchase order quoting QT-0042.
Everything the buyer needs to approve is on one page. They can see what they get, what it costs, when it arrives, what isn't included and how to say yes.
After you send the quotation
Get the client's acceptance in writing, such as a signed quote, a purchase order or a clear confirmation email, before you start work or order materials. Whether an accepted quotation becomes binding depends on its wording, how it's accepted and the law that applies, so written confirmation protects both sides.
If you haven't heard back, a short, polite follow-up before the validity date is reasonable. Once the client accepts, your next document depends on the deal. You might send a proforma invoice to collect an advance, or go straight to an invoice. Follow the rules in your country for when you issue the final invoice.
Create the quotation in eazmybiz
eazmybiz is a web app for B2B sales documents. With the free quotation maker, you can:
- Add your company and logo once, so every quotation PDF is branded.
- Pick customers from your saved parties, and reuse products from an items master with Part Nos instead of retyping them.
- Import RFQ or BOQ lines from Excel or a photo of the buyer's list, then add your prices.
- Set a valid-until date, delivery period, terms and notes. Show GST for Indian GST-registered companies, or your own tax percent elsewhere.
- Get automatic quote numbers. See document numbering for how series and prefixes work.
- Send specifications alongside the quote with the product datasheet maker.
- Convert an approved quotation into a proforma invoice or a tax invoice in one click.
For the full walkthrough, see create and issue a quotation. eazmybiz handles sales documents. It isn't accounting software.
Watch: create a quotation in eazmybiz
Prefer reading? The steps are in create and issue a quotation.
FAQs
What should a business quotation include?
Your business details and the client's, a unique quote number, issue and validity dates, itemised lines with quantity, unit price and line total, then subtotal, discounts, tax and grand total. Add payment terms, delivery or lead time, exclusions and how the client can accept.
Is a quotation legally binding once the client accepts it?
It depends on the quotation's wording, how it was accepted and the law that applies. There's no single answer that holds everywhere. Get written confirmation, such as a signed quote or a purchase order, before you start work or order materials, and take local advice if the amount is significant.
How long should a quotation stay valid?
There's no fixed rule. Pick a period long enough for the client to get internal approval, but short enough that your costs and prices still hold. Use a shorter window when material costs change quickly, and always state the exact valid-until date on the quote.
Should tax or GST be shown on a quotation?
Yes, show the tax that applies and say whether your prices include or exclude it, so the client sees the real total. GST applies in India. Businesses elsewhere should show their own VAT, sales tax or other applicable tax.
What is the difference between a quotation and an invoice?
A quotation is an offer made before the client commits. An invoice formally bills the transaction. See quotation vs proforma invoice vs invoice for a full comparison.
Can I attach product specifications to a quotation?
Yes. Specs help technical buyers approve faster. In eazmybiz you can create a branded product datasheet and send it with your quotation.
This guide is general information, not tax or legal advice. Check local requirements with your tax authority or adviser.