Quotation format with each part labeled
Not sure what goes on a quote, or in what order? Each part is labeled: who quotes, for whom, what’s included, the cost, how long it holds and how to accept.
- A filled sample with every part labeled
- Service and product layouts, plus mistakes to avoid
- The same layout free in Word, Excel and PDF
The quotation format, labelled
Eight blocks make up almost every business quotation. Point at a label to see where that block sits on the page.
- 1Seller details
Business name, address, phone, email and any tax registration, so the buyer knows exactly who is making the offer.
- 3Buyer and site
The customer’s name and address, plus the place the work will be done when that is somewhere else.
- 4Scope statement
A plain description of the work or goods. It sets the boundary between what the price covers and what it does not.
- 8Exclusions, terms, signature
Anything left out, how changes and payment work, and lines for the buyer to sign and date.
- 2Reference, date, validity
A unique quotation number, the issue date and the last day the price can be accepted.
- 5Line items
Each item or task with quantity, unit, rate and amount, grouped so the buyer can follow the build up.
- 6Totals and tax
Subtotal, any discount, each tax rate shown separately, and one clear total.
- 7Deposit
The amount due to book the work, as a percentage or a figure, and what is left to pay at the end.
Example only: the business, customer and prices are made up.
What is a quotation format?
A quotation format is the standard layout of a written price offer: who is quoting, for whom, what is included, what it costs, how long the price holds and how to accept. This page labels every part of the layout used by trades and service businesses, shows a filled sample, and gives you the same layout as a free template or in the online quote maker. Some people call it a quote format, others a quotation format; the parts are the same, and the sample below shows what to include in a quotation from top to bottom.
It is the agreed order and set of headings for a quote, so every quotation a business sends looks the same and contains the same facts. Buyers read quotations side by side, and a consistent format lets them compare price, scope and terms without hunting for them.
The format is the skeleton; the content changes with each job. A painter, an IT consultant and a supplier of office furniture all use the same blocks: seller, buyer, reference and dates, scope, items, totals, terms and acceptance. What differs is the detail inside each block, for example square feet of wall area, hours of consulting or units of a product.
Quote and quotation mean the same thing. Quotation is the more formal word and is usual in the United Kingdom, India, Singapore, South Africa and the Gulf, while quote is common in the United States, Canada, Australia and New Zealand. For a stricter procurement style, use the formal quotation maker.
Quotation format, part by part
Use this table as a checklist. Each row is one part of a standard quotation, what to put in it, and a short example. A quotation that has every row filled in is rarely queried.
| Part | What to write | Example |
|---|---|---|
| Document title | Quote or Quotation, large and clear | Quotation |
| Seller details | Trading name, address, phone, email, tax number where used | Clearwater Bathrooms, VAT 123 4567 89 |
| Reference number | Unique, never reused, easy to quote back | Q-2026-031 |
| Date of issue | The day you send it | 28 Oct 2026 |
| Valid until | The last day the price can be accepted | 11 Nov 2026 (14 days) |
| Buyer and site | Customer name, billing address, job address if different | Priya Nair, 22 Elm Road |
| Scope of work | Two or three sentences on what is included | Full renovation of a 6 m² bathroom |
| Line items | Item, quantity, unit, rate, amount, in groups | Floor and wall tiles, 28 m², 62.00, 1,736.00 |
| Optional items | Shown, marked optional, kept out of the total | Heated towel rail, optional |
| Totals and tax | Subtotal, discount, tax by rate, total | Subtotal, VAT 20%, Total |
| Deposit | Amount or percentage to book, balance on completion | 10% deposit to book |
| Exclusions and terms | What is not included, payment, changes, warranty | Excludes structural repairs |
| Acceptance | Signature, name and date, or how to accept by email | Accepted by, name, date |
The free quote templates follow exactly this order, and so does the PDF from the quote maker.
Sample quotation format, filled in
Here is the same layout filled in for a small bathroom job, written out block by block. Copy the structure and replace the wording with your own business, customer and prices.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Floor and wall tiles, porcelain | 28 m² | 62.00 | 1,736.00 |
| Vanity, toilet and tapware | 1 set | 2,350.00 | 2,350.00 |
| Strip out and waterproofing | 1 job | 1,850.00 | 1,850.00 |
| Tiling labour | 28 m² | 75.00 | 2,100.00 |
| Subtotal | 8,036.00 | ||
| VAT 20% | 1,607.20 | ||
| Total | 9,643.20 |
Prices in the sample are examples only. The quotation sample page walks through more filled examples, including a service quote and a product sale.
Quotation layout for services and for products
Service and product quotations share the same blocks but lean on different ones. A service quotation lives or dies on its scope and exclusions, while a product quotation needs exact item descriptions, delivery terms and lead times.
Service quotation
- Scope of work written as outcomes, not just tasks
- Labour by hour, day or fixed fee per stage
- Assumptions the price depends on
- How extra work or changes are priced
- Start date and expected duration
Product quotation
- Item codes, model numbers and specifications
- Unit price and quantity breaks
- Delivery charge, method and lead time
- Stock availability at the time of quoting
- Warranty and returns terms
Many quotations mix both, such as supply and install jobs. Group the lines into supply and labour so the buyer sees each part. The service quotation template is set up for service work.
The same format in Word, Excel and PDF
The layout is the same in every file type. Choose the file by how you work: Word for wording heavy quotes, Excel when you want the totals worked out for you, PDF to print or send as is, or the online quote maker to skip files altogether.
| Option | Best for | Totals |
|---|---|---|
| Word quotation template | Long scopes, letters and custom wording | Typed by hand |
| Excel quotation template | Many line items and repeat pricing | Formulas for lines, tax and deposit |
| PDF quotation | Printing and filling by hand | Written in |
| Google Sheets | Quoting from a phone or a shared drive | Formulas carry over |
| Online quote maker | A finished PDF in a few minutes | Automatic, by country |
Quotation format by country
The blocks never change between countries, but the title, the tax line and the registration number do. Each country page below covers the local wording and the consumer rules that apply to quotes, from official sources.
- United Kingdom: usually titled Quotation, with your VAT number when registered.
- India: GSTIN, HSN or SAC codes and CGST and SGST or IGST lines.
- UAE: your TRN, VAT at 5% and amounts in AED.
- United States: often called an estimate, with sales tax set by state.
- Australia: your ABN and whether prices include GST.
- Canada, New Zealand, Ireland, Singapore and South Africa have their own pages too.
Formatting mistakes to avoid on a quotation
Most problems come from a missing block rather than a wrong price. Check for these before you send.
- No valid until date, so an old price can be accepted months later.
- A single lump sum with no line items, which invites haggling over every part.
- Tax missing, or no statement of whether prices include it.
- Optional extras added into the total instead of shown separately.
- No reference number, so the buyer’s order cannot be matched to your quote.
- No exclusions, which leaves the buyer to assume everything is included.
For the full process, from site visit to sending, read how to write a quote.
Quotation format questions
What is the correct quotation format?
Seller details at the top, then the word Quotation, a reference number, the date and a valid until date, the buyer, a short scope, line items with quantities and rates, totals with tax, any deposit, exclusions and terms, and a place to accept. Keep that order on every quotation you send.
What should be included in a quotation?
At minimum: who is quoting and for whom, a unique reference, the date and how long the price is valid, what is included, an itemised price with tax, payment terms and how to accept. Exclusions and a deposit line protect you on larger jobs.
Is there a standard quotation format for business?
There is no single legal format in most countries, but businesses everywhere use the same eight blocks shown in the diagram above. Some countries add requirements for tax registered businesses, such as showing your VAT or GST number. Check your country page for details.
How do I set up a quotation in Word or Excel?
Start from a template that already has the blocks in place: the Word quotation template for wording, or the Excel quotation template for automatic totals. Both are free by email.
How is a quotation different from an invoice?
A quotation is an offer made before the work, with a valid until date and a place to accept. An invoice is a request for payment after the work or the sale, with a due date and payment details. The quote vs invoice guide compares them.
How long should a quotation be valid?
Fourteen or thirty days is common. Use a shorter period when your material prices move quickly. The quote validity guide explains how to choose.
