How to write a quotation
A clear quotation helps clients say yes faster. This guide covers what to include, how to price and present your quote, and the validity and terms that protect you and reduce back-and-forth.
1. Capture the scope
State exactly what's included so the client knows what they're approving and you avoid scope creep.
2. Itemise and price
Break the work into line items with quantities and unit prices. Show subtotal, tax/discount and total clearly.
3. Add validity and terms
Set how long the quote is valid (e.g. 14 days) and your payment terms, then send a branded PDF.
Frequently asked questions
What is the difference between a quotation and an invoice?
A quotation is an estimate of cost sent before work begins, to win the job. An invoice is a request for payment sent after the work or sale is completed.
How long should a quotation be valid?
Most businesses set a validity of 14–30 days, after which prices may change. State the validity clearly on the quote.