How to Create a Quotation for a Client

A quotation (also called a quote or estimate) is often the first formal document a potential client sees from you. It sets the tone for your working relationship and can be the deciding factor in whether you win the project. A well-written quotation is clear, professional, and leaves no room for misinterpretation.

What is a Quotation?

A quotation is a document that outlines the cost of products or services you will provide. Unlike an estimate (which is approximate), a quotation is usually a fixed price that you commit to honoring for a specified period. This gives the client confidence in your pricing and allows them to make an informed decision.

Step 1: Understand the Client's Needs

Before writing a quotation, make sure you fully understand what the client wants. Ask questions about scope, timeline, deliverables, and any specific requirements. A quotation that addresses the client's exact needs is much more likely to be accepted than a generic one.

Step 2: Break Down Your Pricing

List each product or service as a separate line item with its own price. This transparency helps the client see exactly what they are paying for. Include quantities, unit prices, and line totals. If you charge different rates for different types of work (e.g., design vs. development), show them separately.

Step 3: Set a Validity Period

Quotations should include a validity period — the time during which the quoted price is guaranteed. This protects you from price increases in materials or changes in your availability. Common validity periods are 14, 21, or 30 days.

Step 4: Include Terms and Conditions

Specify your payment terms, delivery timeline, and any other conditions that apply. For example, you might require a 50% deposit before starting work, or you might include a clause about change orders. Clear terms prevent misunderstandings later.

Step 5: Present It Professionally

A professionally formatted quotation builds trust. Use your company logo, consistent fonts, and a clean layout. Include your contact information so the client can easily reach you with questions. Send the quotation as a PDF to preserve formatting.