A quotation has one job: tell someone what you will do and what you will charge, clearly enough that they can say yes. This template does that and very little else. A description column, an amount column, a total, and the two dates that decide whether the quote still stands.

Answer the questions and download a real Excel file with the total still live in it.

What is on the quotation

A masthead with your company name and strapline, and the word QUOTATION set large
Your address, phone and email on the left of the details block
The date, quotation number and customer ID on the right
A valid-until date and the name of whoever prepared it
A bill-to block with the client's name, address and phone
A description and amount table with room for twelve lines
A total
A footer carrying your payment terms and a contact line, and a thank-you strip

How to describe your lines
The description column is very wide, use it to write an easy to understand, non vague description of each service being provided. For example instead of "Design work" use "Concept drawings and mood boards, two rounds". This tells the client what they get, and quietly sets the boundary at two rounds rather than five.

That second part matters. On a quotation, the description is doing double duty: it is a price list and it is the beginning of your scope. Anything you leave vague is something you may end up doing for free.

Payment terms belong on the quote, not just the invoice

The footer has a line for them, and it is worth filling in. "50% on acceptance, balance on completion" tells the client what the cash flow looks like before they agree, which is exactly when they should find out. Discovering your terms for the first time on the invoice is how disputes start.

How to create your quotation

Open the template and click Generate.
Enter your company name and strapline, and your contact details.
Add the quotation number, date and valid-until date.
Fill in the bill-to block and who prepared the quote.
Add one line per item, with its price.
Write your payment terms and contact line, then generate and download.

If the client comes back with changes, reopen the document, adjust the lines, and generate again with a new quotation number.

Who is this for

Studios, trades, consultants, agencies and small suppliers who quote by the job rather than by the unit. Anyone who wants a quote that looks considered without buying quoting software, and who expects to revise it at least once before it is accepted.

Note: This template is provided for convenience and general information only and is not legal, tax or accounting advice. Whether a quotation is binding, and what it must show, depends on where you and your client are based and on what you write on it. Check your local rules if the value is significant. A quotation is not an invoice: do not use it to ask for payment.

#quotation letter format templates

Simple Quotation Template