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How to write a quotation that gets accepted: format, mandatory fields, and a free template

The structure of a professional quotation — scope, itemised prices, GST treatment, validity, payment terms, exclusions and acceptance — with examples for contractors, agencies and traders, and the wording that prevents disputes later.

Published 21 September 2026 · 3 min read · Kaagazo editorial

How to write a quotation that gets accepted: format, mandatory fields, and a free template — illustration

A quotation is a sales document and a legal one at the same time. Written well, it closes the deal and protects you when the client's memory of "what was included" drifts. "Quotation format" is a top business search every month because most templates are just price lists — they miss the parts that matter.

The nine parts of a good quotation

  1. Header — your business name, address, GSTIN, phone, email; quotation number and date. The quotation builder fills these from your saved profile.
  2. Client details — name, company, address, GSTIN if B2B (they'll want it for their PO).
  3. Reference / project — "Interior work, 2BHK, Sector 21" or the client's enquiry reference.
  4. Scope of work — what exactly is included, in plain sentences. This is the paragraph that ends arguments.
  5. Itemised prices — description, quantity, unit, rate, amount. Separate materials and labour for contractors; separate deliverables and revisions for agencies.
  6. Taxes — show GST per line or state "plus GST @ 18%". Never leave tax ambiguous; a "₹1,00,000 all-inclusive" quote silently costs you 15% if the client assumes GST is inside.
  7. Validity — "valid for 15 days"; materials prices move.
  8. Terms — payment schedule (advance / milestones / on delivery), timeline, what happens on change of scope, warranty, exclusions (civil damage, transport, statutory approvals).
  9. Acceptance — a line for the client to sign/date, or "reply 'Approved' to this email to accept".

Example wording that works

Scope: "Supply and installation of modular kitchen as per drawing K-02 dated 12 Sep 2026, including 18 mm BWP ply carcass, laminate shutters, SS baskets (3), soft-close hinges. Excludes countertop, plumbing, electrical points and painting."

Payment: "40% advance to confirm order; 40% on delivery of material to site; 20% on completion and handover. Payments by UPI/NEFT to the account below."

Validity & changes: "Prices valid till 5 October 2026. Any change in scope, material or quantity will be quoted separately before execution."

Timeline: "3–4 weeks from receipt of advance and site readiness."

GST on quotations

A quotation itself has no GST effect — nothing is supplied yet. But state the GST treatment clearly:

  • B2B: "plus GST @ 18% (SAC 9954)". Use the GST calculator to show inclusive totals if the client prefers.
  • B2C: many customers prefer an all-inclusive number; show the breakup in small print so the invoice matches.
  • Composition dealers: state "GST not applicable — composition taxable person".

When the client accepts and pays an advance, issue a proforma invoice or receipt voucher; the tax invoice comes at supply. See invoice vs bill vs receipt vs quotation.

Pricing structure that improves acceptance

  • Three options (basic / standard / premium) raise average order value; most clients pick the middle.
  • Round totals but itemised lines — clients trust detail and remember round numbers.
  • Show the discount as a line ("Festive discount −₹5,000") rather than a silently lower rate; it anchors the value.
  • Optional add-ons at the bottom ("Extra coat of paint: ₹6,000") sell themselves.

Mistakes that cost money

  • No validity date — material prices rise, client accepts three months later at the old price.
  • "Approx." in prices — legally a quotation with "approx." is not an offer capable of acceptance; use fixed prices with a change clause.
  • Missing exclusions — the client assumes transport, taxes and approvals are included.
  • No revision limit for creative work — "unlimited revisions" is how agencies lose margin.
  • Quoting from WhatsApp chat without a document — unenforceable and unprofessional.

Follow-up rhythm

Day 2: "Did the quotation reach you? Happy to walk you through it." Day 7: value reminder (a photo of similar work). Day 14: validity reminder. After expiry: re-quote at current prices — not the old ones.

FAQ

Is a quotation legally binding?

Once accepted (signature, email, or advance payment), it forms a contract on those terms. Until then it is an offer you can withdraw.

Should a quotation have GST?

It should state the GST treatment; it doesn't create GST liability. Tax is charged on the invoice at supply.

What is the difference between an estimate and a quotation?

An estimate is an approximate figure that may change; a quotation is a fixed offer. Use "quotation" when you are ready to commit to a price.

Can I revise a quotation after sending it?

Yes, before acceptance — issue a new version with a new number and date, and withdraw the old one in writing.

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