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Two contractors quote for the same job at similar prices. One sends a WhatsApp message: “Total ₹48,000 approx.” The other sends a neat PDF with every item listed, GST shown, a validity date and clear payment terms. Which one would you trust with your money? A good quotation doesn’t just state a price — it sells your professionalism.
What a winning quotation includes
- Your business details — name, logo, address, phone, email and GSTIN.
- Client details — name, company, address.
- Quotation number and date — e.g. QT-2026-014, for easy reference.
- Itemised scope — each product or service with quantity, rate and amount.
- Taxes — GST shown separately (CGST + SGST or IGST).
- Total — clearly highlighted, ideally with the amount in words.
- Validity — how long the price holds.
- Payment terms — advance, milestones, due dates, accepted payment methods.
- Exclusions and assumptions — what’s not included.
- Signature and a friendly closing line.
Itemise — don’t lump
A single line like “Office interior work – ₹4,80,000” invites suspicion and negotiation. Breaking it down shows the value:
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Modular workstation (L-shape) | 8 | ₹28,000 | ₹2,24,000 |
| Storage cabinet | 4 | ₹12,500 | ₹50,000 |
| False ceiling with LED panels (sq ft) | 600 | ₹185 | ₹1,11,000 |
| Painting, two coats (sq ft) | 1,900 | ₹50 | ₹95,000 |
Clients can see where the money goes, compare fairly with other quotes, and adjust scope instead of just asking for a discount.
Itemising also protects you: if the client later wants 10 workstations instead of 8, the change and its cost are obvious.
Set a validity period
Material prices, exchange rates and your availability change. A line like “Prices valid until 30 November 2026” protects you and creates gentle urgency. 15–30 days is common; use shorter periods if your costs move quickly.
Be clear about payment terms
Spell it out:
- 50% advance on confirmation, 40% on delivery, 10% after installation.
- Payment within 15 days of invoice.
- Bank transfer or UPI to the details below.
Clear terms reduce awkward conversations later and help you get paid on time.
State exclusions and assumptions
Many disputes come from things nobody mentioned. Add a short list:
- Electrical wiring not included.
- Prices assume site access between 9 am and 7 pm.
- Transport within city limits only.
Tips that improve your win rate
- Send it fast. The first professional quote often sets the benchmark.
- Offer options — a basic and a premium version let clients choose instead of comparing you only on price.
- Add proof — a line about similar projects, a testimonial or a link to your portfolio.
- Follow up after 2–3 days with a short, polite message.
- Convert smoothly — once accepted, issue an invoice that references the quotation number.
Create a professional quotation
Our Quotation Generator gives you a clean, editable quote with your logo, client details, itemised table, GST, totals, amount in words, validity date, notes and terms. It remembers your business details on your device and numbers your quotes automatically — download it as a PDF and send it the same day.
Free toolTry the Quotation GeneratorSend customers a clear, professional price quotation in minutes.Frequently asked questions
Should I include GST in my quotation?
Show the price before GST, the GST amount and the total separately. Business clients need the breakdown, and it avoids surprises later.
How detailed should the item descriptions be?
Detailed enough that someone else could deliver the job from the description: quantities, specifications, brands or materials, and what's excluded.
What if the client wants changes after accepting?
Send a revised quotation with a new number or version (e.g. QT-2026-014 Rev 1) so everyone knows which version is current.
Written by the Toolsopedia team. Spotted an error? Tell us and we’ll fix it.