How to write a quote?

If you’re in the service industry and provide your time, skills, and materials to clients, then it’s likely that sooner or later, you’ll be asked for a quote. Quotes or estimates may also be used if you sell products, such as shipping supplies, to customers.

Perhaps a prospective client wants to know what you’d charge to manufacture 10,000 paper cups. Maybe they’re interested in how much it will set them back for you to pave their driveway. Whatever the case, before landing the job, you’ll need to provide a competitive and professional quote for consideration.

So how does one go about writing a quote?

What is a quote?

A quote takes the form of an official business document that details your offer to a client. Generally, it would be emailed to a potential client, or even presented as a physical paper document. Quotes can be created manually from a template, or generated using software, such as an accounting or invoicing solution.

A quote will include all the information necessary for a client to decide whether or not to uptake your offer.

Your quote will often include:

• Your business branding, including logos, taglines, and brand colours.
• All contact and business details.
• A list of itemised goods or services requested by the customer, showing what the works entail.
• Associated costs attached to each item, including taxes, discounts, labour et cetera.
• A well-devised disclaimer to outlay the job scope (clarifying what it does/doesn’t include).
• Timeline of delivery or job completion.
• Any extra details such as how and when the customer would pay, any need for deposits or instalments et cetera.

Select a quotation template

First things first – you should be using either software or a template document to create quotes for your clients. There are many free quotation templates, as well as those included in your software. A quote template, of course, will lay out the necessary fields for you to fill in for the specific job you’re vying for.

By using a template, you avoid the necessary repetition and admin associated with one from scratch.

A quotation template will also ensure you include everything you need to and will provide consistency around your contact details, disclaimers, and terms & conditions.

When it comes to selecting a template, you’ll find options are often geared toward a particular industry or business style, so select one that suits your particular structure and offerings.

How to create a quote for a client in 6 easy steps

Let’s go into more detail and run through how you can create a quote in 6 simple steps.

1.      Choose a professional quote template

Choose a template that suits your business type and style – some are geared for services and others suit products. Make sure your quote looks professional, clean, easy to understand and well-branded. Be mindful that you’re possibly competing with other businesses, so a top-notch template and thorough quote will give you the best chance of landing the job.

2.      Add your business and contact information

Be sure all your business details shown on the quotation are complete, correct, and up to date. You should include phone numbers, email addresses, website addresses, physical addresses, ABN, and of course, your business name!

Branding your quote with elements such as your logo, tagline, and company colours, will also help you to exude a professional image when trying to win a client.

3.      Enter Products or Services

Itemise a detailed list of the products or services you’re quoting for. Include quantities, prices, and any discounts. If there’s labour or other services involved, include these in your quote as per-hour prices. Make sure you offer an accurate and profitable price that includes GST if applicable, and results in a total cost.

4.      Add the date of issue

Include the date that the quote was issued, as well as when the quote expires. You should also itemise the expected dates for delivery or job completion.

5.      Specify your Terms & Conditions

Make sure you have ironclad terms and conditions to legally protect yourself, and provide a framework for your client. Include things like down payments or responsibilities that the client needs to uphold. Include a section to accept and sign the quote.

6.      Add Optional Details

Any other conditions or information pertinent to your offerings or quote should be included as well. This could be a seasonal or referral discount, or details about the way you work. If there is scope for the cost to change, include this too.

How to send a quote to your customers

To send your quote, you have a few options. Generally, you would create and email the quote to your client. You can also print and mail it or provide it in person.

Use software to create and send

To keep your quotes in an easy-to-manage place, while making it easy to integrate them with your invoices, it’s preferable to use software; such as invoicing, accounting or bookkeeping software.

Using proper software will mean you can easily manage your template, fill in details, keep track of your quotes and facilitate invoice payments.