What is a quotation format?
A quotation format is a formal, structured document used to present pricing and offer details clearly prior to confirming a sale. It specifies the products or services, terms, and validity, serving as a common reference for both the buyer and the seller to ensure transparency and prevent misunderstandings.
Features of a free quotation format template
- Quotation creation: Easily generate professional and visually appealing quotations using pre-defined formats for faster and more efficient creation.
- Logo customisation: Add your business logo and details seamlessly into templates for a consistent, branded look.
- Email and WhatsApp sharing: Instantly send quotations to clients via email or WhatsApp while maintaining a professional presentation.
- Mobile friendly: Create, manage, and share quotations on the go with the Raseed mobile app.
- Multi-currency support: Handle international clients easily with multi-currency compatible quotation formats.
- Payment reminders: Set automated reminders for upcoming payments to avoid delays and ensure timely collections.
- CRM HUB 360 integration: Enhance client interactions and optimise the sales process through seamless CRM integration.
- Quick duplication for similar projects: Reuse quotations for repeat clients or recurring projects to save time and ensure consistency.
Key highlights of a quotation format
It demonstrates how the design and structural features ensure quotations remain consistent, adaptable, and reliable across diverse customers, industries, and business needs.
- Structured pricing layout: Clearly organised pricing for transparency and easy comprehension.
- Flexible customisation options: Tailor quotations to specific client or project requirements.
- Tax and charges break-up: Separate display of taxes and additional charges for clarity.
- Consistent record management: Maintain organised and standardised quotation records.
- Defined scope visibility: Clearly outline the scope of products or services offered.
- Clear revision tracking: Track changes and revisions to maintain accuracy.
- Enhanced negotiation support: Facilitate informed discussions with clients.
- Easy conversion reference: Simplify the process of converting quotations into orders or invoices.
Key components of a quotation format
A professional quotation format should include the following elements to ensure accuracy and clarity:
- Quotation number: A unique ID for easy tracking and reference.
- Date of issue: The date the quote is created and shared.
- Seller’s information: Business name, address, GSTIN, and contact details.
- Buyer’s information: Client’s name, company (if applicable), and contact details.
- Itemised list of products/services: Detailed breakdown including description, quantity, and unit price.
- Total cost: Sum of all items, inclusive of taxes and discounts (if any).
- Terms and conditions: Payment terms, validity period, delivery timelines, and other relevant clauses.
- Signature/Authorisation: Optional approval or signature to confirm quote acceptance.
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Different types of quotation formats
- Request for quotation (RFQ) template: Used to invite suppliers or vendors to submit pricing for specific products or services. It includes specifications, quantities, delivery requirements, and bidding terms.
- Proforma invoice: Serves as a preliminary invoice, outlining goods, services, prices, and terms before the final sale. Commonly used in international trade or pre-approval processes.
- Cost estimate form: Provides tentative pricing for projects or services. Ideal when final costs may vary due to project scope or unforeseen factors.
- Itemised proposal: Breaks down all costs, including labour, materials, taxes, and additional charges. Suitable for complex projects or service contracts requiring full transparency.
- Standard sales quote: Captures key details such as business and client information, product or service descriptions, quantities, pricing, and terms. Perfect for routine transactions.
- Price quotation sheet: Focuses primarily on pricing, presenting products or services with their respective rates in a clear, concise format. Ideal for quick quotes and straightforward requests.
How to use quotation format templates effectively
Follow these simple steps to make the most of your quotation format templates:
- Download: Select and download the template in Word, Excel, or PDF format.
- Customise: Enter your business details, client name, and any other relevant information.
- Itemise: Provide a clear description of the products or services, including pricing and applicable taxes.
- Include terms: Specify payment terms, validity period, and delivery conditions.
- Save and share: Save the document as a PDF for professional sharing via email or for printing.
Maintaining a consistent and professional format enhances your business reputation and increases the likelihood of converting prospects into customers.
How to create a quotation template in excel
Excel is particularly useful for preparing quotations due to its powerful calculation capabilities. Follow these steps:
Step 1: Set up the header
- Open a new workbook.
- Merge cells in the top rows to insert your company logo and name.
- Add your contact details and GSTIN.
Step 2: Create the quotation information section
| Cell | Content |
|---|---|
| A5 | Quotation No: |
| B5 | [Enter unique number] |
| A6 | Date: |
| B6 | [Use formula =TODAY() for auto-date] |
| A7 | Valid Until: |
| B7 | [Enter date or =TODAY()+30] |
Step 3: Add client details section
- Label fields for client name, company, address, and contact information.
Step 4: Build the item table
| Column | Header | Purpose |
|---|---|---|
| A | S.No. | Serial number |
| B | Description | Item name and specifications |
| C | Quantity | Number of units |
| D | Unit Price (₹) | Price per single unit |
| E | Total (₹) | Formula: =C2*D2 |
Step 5: Add calculation formulas
- Subtotal: =SUM(E2:E10) (adjust range as required)
- CGST (2.5% or 9%): =Subtotal * GST rate
- SGST (2.5% or 9%): =Subtotal * GST rate
- IGST (5% or 18%): =Subtotal * IGST rate (for inter-state transactions)
- Grand Total: =Subtotal + CGST + SGST (or =Subtotal + IGST)
Step 6: Include terms and conditions
- Specify payment terms, delivery timeline, and validity period.
Step 7: Save as template
- Save the file as an Excel Template (.xltx) for future reuse.
Conclusion
Using a quotation format not only enhances the professionalism of your sales process but also fosters transparency and trust with clients. Whether you use a downloadable template or create your own, having a standardised format simplifies communication and reduces errors.
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