What Should a Professional Quotation Include?

A professional quotation should tell the customer exactly what is included, what it costs, how long the price is valid and what happens after approval. It should be detailed enough to prevent misunderstanding, but not so complicated that the customer avoids responding.

Quotation checklist

Business name, address and contact details

Customer name and enquiry reference

Quotation number and date

Clear scope of work or item descriptions

Quantity, unit, rate, discount and tax where relevant

Total estimated amount

Validity date

Advance payment or milestone terms

Delivery timeline or service schedule

Approval instructions

Quotation section | Why it matters

Scope | Prevents disputes about what is included

Validity | Avoids old prices being approved much later

Payment terms | Clarifies advance, balance and due dates

GST/tax | Helps the customer compare final cost

Timeline | Sets realistic delivery expectations

Create a quotation PDF: Use LinkMitra's Quotation Maker to prepare a clean quotation with scope, items, GST, validity and terms.

Example quotation terms

Quotation valid for 15 days from issue date.

50% advance required to begin work.

Balance payable before final delivery.

Prices exclude extra work outside the agreed scope.

GST, if applicable, will be charged as shown in the quotation.

After the customer approves a quotation, create the invoice using the same line items and terms unless something changed. This keeps the sales and billing record easy to follow.

Example quotation structure

For a website maintenance quotation, write the scope as monthly updates, security checks and small content changes up to a defined limit. Show the monthly price, GST if applicable, payment due date, start date and validity. If work outside scope is billed separately, say that clearly. This prevents the quotation from becoming an unlimited promise.

Approval language

Please reply Approved to confirm this quotation.

Work will begin after advance payment is received.

Any change in scope may require a revised quotation.

This quotation is valid until the date mentioned above.

A quotation becomes more useful when approval is easy. If the customer must call to understand the next step, the document is incomplete. Add WhatsApp or email instructions so the customer knows how to proceed.

How to avoid quotation disputes

Most disputes happen because the customer assumed something was included. Write the scope plainly. If delivery, installation, revision rounds, travel charges or urgent work costs extra, mention that in the quotation. A shorter quotation with precise terms is usually better than a long document that hides important conditions.

When the quotation is approved, keep a copy and use it as the base for the invoice. This makes the final bill easier to explain and reduces back-and-forth at payment time.

Should a quotation include GST?

Include GST where it applies and show it clearly. If you are unsure about tax treatment, verify before sending.

How long should a quotation be valid?

Many businesses use 7, 15 or 30 days depending on price volatility and project type. Choose a validity period you can honour.