Quotation Format: Free Templates & Easy Guide

Send clear, professional price estimates with a proven quotation format. Use our free templates (Word, PDF, Excel) and follow the simple steps below to create quotes that win more business.

Create Quotation Now

Why a Good Quotation Format Matters

A clear quotation helps customers understand costs, reduces confusion, and speeds up decisions. Whether you're a freelancer, shop owner, service provider, or agency, a neat quotation boosts trust and improves conversion rates.

What a Quotation Format Should Include

A reliable quotation format typically contains:

Business details

name, address, phone, email, GSTIN (if applicable)

Customer details

name, address, contact

Quotation number & date

Itemized list

item/service, description, quantity, unit price, total

Subtotal, taxes & grand total

GST/VAT breakdown

Terms & validity

payment terms, delivery lead time, expiry of quote

Signature line

or digital approval instructions

Tip: Keep layout simple and the totals easy to spot — buyers prefer clear numbers.

Download Free Quotation Templates

Get ready-made, editable templates:

Quotation Format (Word)

.docx

Easy to edit

Download Word Template

Quotation Format (Excel)

.xlsx

Auto-calculation

Download Excel Template

Quotation Format (PDF)

Print-ready

Non-editable

Download PDF Template

How to Create a Quotation in 3 Easy Steps

Enter Details

Enter your business and customer details.

Add Items & Prices

Add items and prices — confirm tax rates.

Save & Send

Save as PDF and send via email or WhatsApp.

Convert accepted quotations to invoices instantly to speed up billing.

Who Should Use This Quotation Format?

Freelancers & consultants

Contractors & tradespeople

Retailers & wholesalers

Agencies & digital service providers

Event planners & photographers

If you give price estimates to clients, this format will make your offers look professional.

Best Practices for Quotation Formats

Use clear headings

and a readable font.

Include a unique quotation number

for tracking.

State validity

(e.g., "Valid for 7 days").

Add payment terms

and late-fee policy.

Keep a copy for your records

(digital or cloud storage).

Frequently Asked Questions (FAQ)

Q1: What is a quotation format?

A quotation format is a structured document that lists products or services and their prices to provide a customer with an estimate.

Q2: Should I include GST/VAT in the quotation?

Yes — show taxes separately so customers can see the taxable amount and tax percentage.

Q3: Which file format is best to send?

Send a PDF for final quotes (non-editable). Keep an editable Word/Excel copy for internal edits.

Q4: How long should a quotation be valid?

Common practice is 7–30 days. Specify exact validity in the terms.

Q5: Can I convert a quotation into an invoice?

Yes. Once accepted, convert the quotation to an invoice and issue it for payment.

Ready to Use a Quotation That Wins Clients?

Download your free templates and create the first quotation in minutes.

Want automation? Convert accepted quotations to invoices with Grow Invoice and track payments effortlessly.