Quotation templates provide an editable starting point to prepare clear price estimates for products or services, with space for quantities, rates, taxes, validity terms, and customer details. The downloads on this page are designed for small businesses, freelancers, contractors, suppliers, and service providers. Choose the layout that fits your needs, replace the sample information, and review every entry before printing, sharing, or using the completed document.
For connected tasks, you may also use our sales agreement template, sales report template, and payment voucher templates.
Using a ready-made quotation template in Word or Excel saves time and gives businesses a consistent format for preparing price quotations. The template can be customized with company information, branding, customer details, product descriptions, and pricing.
Quotation templates are useful for freelancers, contractors, suppliers, retailers, service providers, agencies, and businesses of all sizes.
What Is a Quotation?
A quotation, also called a price quotation, sales quotation, or quote, is a document that communicates the expected price and terms for a proposed sale or service.
A customer can review the quotation before deciding whether to proceed. Depending on the business and transaction, a quotation may include a validity period, estimated delivery date, payment terms, taxes, discounts, and other conditions.
A quotation is generally different from an invoice. A quotation presents proposed pricing before or around a sale, while an invoice is normally issued to request payment for goods or services provided or agreed to be billed.
What Does a Quotation Template Include?
A professional quotation format may include the following information:
- Company name and logo
- Business address and contact information
- Quotation number
- Quotation date
- Validity or expiration date
- Customer name and contact information
- Product or service description
- Quantity
- Unit price
- Line-item total
- Discount
- Tax
- Shipping or delivery charges
- Subtotal
- Grand total
- Payment terms
- Delivery terms
- Warranty information, where applicable
- Notes and conditions
- Authorized signature
The exact fields can be adjusted according to the type of business and quotation being prepared.
Benefits of Using a Quotation Template
A free quotation template provides a ready-made structure for creating professional price quotes. Instead of designing a new document each time a customer requests pricing, businesses can reuse the same basic format and update the transaction details.
A standardized quotation can also make prices easier for customers to understand. Separating product descriptions, quantities, unit prices, taxes, discounts, and totals helps reduce confusion.
For businesses that send quotations regularly, a consistent format can strengthen professional presentation and make it easier to keep records of proposed sales.
Quotation Template in Word
A quotation Word template is useful when the quotation requires detailed descriptions, terms and conditions, or a customized business layout.
Microsoft Word makes it easy to add a company logo, customer information, product descriptions, pricing tables, payment terms, and notes. The completed quotation can then be printed, saved, or converted to PDF for sharing with the customer.
Word is particularly convenient for freelancers, consultants, contractors, and small businesses that need straightforward quotations.
Quotation Template in Excel
An Excel quotation template can be especially useful when quotations contain multiple products or services. Excel allows pricing information to be organized into rows and columns and can support calculations for quantities, unit prices, subtotals, discounts, and taxes.
If the downloadable Excel template contains formulas, review them before relying on the calculations for actual quotations. A basic quotation spreadsheet can also be customized with additional columns for product codes, delivery charges, or other business-specific information.
How to Prepare a Quotation
Start by adding your business information and the customer’s details. Assign a unique quotation number and enter the date and validity period.
Next, list the products or services being offered. Include the quantity, unit price, and line-item total for each item. Add applicable discounts, taxes, shipping charges, and other costs before calculating the final quoted amount.
Clearly state payment and delivery terms, along with any important conditions. Review all figures and customer information before sending the quotation.
Keeping copies of quotations can also help businesses track proposed sales and refer back to previously quoted prices.
Quotation vs. Invoice
A quotation and an invoice have different purposes. A quotation generally communicates proposed prices and terms before a customer completes a purchase or authorizes the work.
An invoice is normally used to request payment for goods or services after the transaction or according to the agreed billing schedule.
For example, a contractor may send a quotation for a proposed project. After the customer accepts the proposal and the work reaches the agreed billing stage, the contractor may issue an invoice.
Keeping these documents separate helps maintain clearer sales and accounting records.
Quotation vs. Estimate
Quotation and estimate are sometimes used interchangeably, but businesses may use them differently. A quotation generally presents a defined price and specific terms for a proposed transaction, while an estimate may indicate an approximate expected cost.
The terminology and legal effect can vary by business and jurisdiction. Businesses should use wording that accurately reflects their pricing and contractual process.
A quotation template provides a practical starting point for presenting prices professionally while allowing businesses to customize the document for each customer and transaction.
Download Word Excel Quotation Templates Free:
Business Quotation Template
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Product Price Quotation
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Service Quotation Template
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Sales Quotation Format
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Construction Quotation Template
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Simple Price Quote Template
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Here is a preview of this quotation template.
Professional Quotation Form
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
Click on the download button and make this quotation template your own.
Here is another one related to Price quote template.
Editable Word Quotation
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
and you can download this following the below button.
If you want a simple quote template then this will be helpful.
Excel Quotation Template
This editable quotation format provides an organized layout for customer details, products or services, quantities, rates, taxes, terms and total pricing.
and the download link.
Frequently Asked Questions
1. What is a quotation template?
A quotation template is a pre-formatted document used to provide customers with product or service pricing, quantities, totals, payment terms, delivery details, and other conditions.
2. What should a quotation include?
A quotation commonly includes business and customer information, quotation number, date, products or services, quantities, prices, taxes, discounts, total amount, validity period, and terms and conditions.
3. Can I create a quotation in Word?
Yes. A Word quotation template can be customized with company branding, customer details, product descriptions, prices, terms, and other information.
4. Can I make a quotation in Excel?
Yes. Excel is particularly useful for quotations containing multiple items because quantities, prices, discounts, taxes, and totals can be organized in a spreadsheet.
5. Is a quotation the same as an invoice?
No. A quotation generally presents proposed pricing before or around a sale, while an invoice is normally used to request payment for goods or services.
6. What is a quotation number?
A quotation number is a unique reference assigned to a quotation. It helps businesses and customers identify and track a specific price quote.
7. How long should a quotation be valid?
The validity period depends on the business and the type of products or services being quoted. Businesses can specify an expiration date based on pricing, availability, or other commercial considerations.
8. Can I customize a quotation template?
Yes. You can add your company logo, contact details, customer information, products, services, pricing, taxes, payment terms, and other conditions to match your business requirements.
Related Templates
You may also find our sales agreement template and our payment voucher templates useful.
Frequently Asked Questions
What is a quotation template?
A quotation template is a ready-made document that helps you organize the essential information in a clear, consistent format.
Can I edit these quotation templates?
Yes. Download the template and customize the wording, fields, headings, colors, and layout to match your needs.
Are these templates free to download?
Yes. The templates on this page are available as free downloads for personal, educational, or business use, as appropriate.
Can I print the completed template?
Yes. Review the information and page layout first, then print the completed document on your preferred paper size.
