Free Quotation Template for Small Businesses

January 15, 2025• 6 min read

Stop wasting hours creating quotations from scratch. Whether you're a contractor, freelancer, consultant, or small business owner, having a professional quotation template saves time and makes you look credible.

In this guide, you'll find everything you need to create professional quotations - including what to include, common mistakes to avoid, and how to customize templates for your industry.

What Should Be Included in a Quotation?

Every professional quotation should include these essential elements:

1. Your Business Information

• Company name and logo
• Business address
• Contact details (phone, email, website)
• Business registration number (if applicable)

2. Client Information

• Client name or company name
• Client address
• Project name or reference number

3. Quotation Details

• Unique quotation number (e.g., Q-2025-001)
• Date of issue
• Validity period (e.g., "Valid for 14 days")

4. Itemized List of Products/Services

5. Terms and Conditions

• Payment terms (e.g., "50% upfront, 50% on completion")
• Delivery timeline
• What's included and excluded
• Cancellation policy
• Warranty or guarantee (if applicable)

6. Payment Information

• Accepted payment methods
• Bank account details or payment links
• Currency

Quotation Template Examples by Industry

For Contractors & Construction

Construction quotations should include:

• Detailed scope of work
• Materials list with specifications
• Labor costs broken down by trade
• Timeline with milestones
• Permits and fees (if applicable)
• Warranty on workmanship

Example item:"Kitchen Renovation - Remove existing cabinets, install 12 linear feet of custom oak cabinets, granite countertops, new sink and faucet - 5 days"

For Freelancers & Consultants

Service-based quotations should include:

• Deliverables clearly defined
• Number of revision rounds
• Timeline for each phase
• What client must provide (assets, content, etc.)
• Out-of-scope items

Example item:"Content Writing - 10 blog posts (1,000 words each), SEO optimized, includes 1 revision round per post - Delivery: 2 posts per week"

For Product-Based Businesses

Product quotations should include:

• Product specifications
• Quantity discounts (if applicable)
• Shipping costs and method
• Delivery timeframe
• Return policy

Example item:"Office Chairs - Model XYZ123, ergonomic mesh back, adjustable height, black - Qty: 20 units - Includes free delivery"

Common Mistakes in Quotation Templates

1. Being Too Vague

❌ Bad: "Marketing services - $5,000"

✅ Good: "Social media management - 20 posts/month (Instagram & Facebook), community engagement, monthly analytics report - $5,000/month"

2. Forgetting the Expiration Date

Always include: "This quotation is valid for 14 days from the date of issue."

Without it, clients can accept your quote months later when your costs have increased.

3. Unclear Payment Terms

❌ Bad: "Payment required"

✅ Good: "Payment terms: 50% deposit upon acceptance, 50% within 7 days of project completion. Accepted methods: Bank transfer, PayPal."

4. Missing Contact Information

Make it easy for clients to reach you. Include phone, email, and physical address.

5. Poor Formatting

A messy, hard-to-read quotation makes you look unprofessional. Use:

• Clear headings and sections
• Consistent fonts and colors
• Tables for pricing
• White space for readability

How to Customize Your Template

Add Your Branding

• Include your logo at the top
• Use your brand colors
• Add a professional header and footer

Tailor to Your Industry

• Construction: Add compliance certifications, insurance details
• Creative services: Include portfolio samples or case studies
• IT/Software: Specify hosting, support, or licensing terms

Save Common Items

If you offer the same services repeatedly, save them as reusable items. For example:

• "Standard website hosting - $50/month"
• "Logo design package - 3 concepts, 2 revisions - $500"
• "Hourly consulting rate - $150/hour"

Digital vs Paper Quotations

Why Digital Quotations Win:

• ✓ Faster delivery (email vs mail)
• ✓ Easy to track (did they open it?)
• ✓ Professional PDF format
• ✓ Automatic calculations (no math errors)
• ✓ Reusable templates
• ✓ Organized database of past quotes
• ✓ Eco-friendly

Best Practices for Using Quotation Templates

1. Always customize- Don't send generic templates. Add client name, project details, specific deliverables.
2. Review before sending- Check for typos, calculation errors, and outdated information.
3. Follow up- If you don't hear back in 3-4 days, send a friendly reminder.
4. Track everything- Keep a database of all quotations sent, accepted, and declined.
5. Learn from rejections- If quotations are being rejected, ask for feedback.

Free Tools to Create Quotations

While you can use Word or Excel for basic quotations, dedicated tools offer major advantages:

SendMeQuotation.today Features:

• ✓ Professional templates built-in
• ✓ Automatic calculations
• ✓ Save and reuse common items
• ✓ PDF export for easy sharing
• ✓ Track all quotations in one place
• ✓ Share via email or public link
• ✓ Mobile-friendly

Best of all, it's free to start- no credit card required.

Start Creating Professional Quotations Today

Don't let poor quotations cost you clients. With the right template and tools, you can:

• Create quotes in minutes instead of hours
• Look more professional than competitors
• Reduce back-and-forth with clients
• Win more projects
• Get paid faster

Ready to upgrade from Word documents and spreadsheets? Try SendMeQuotation.today - it's designed specifically for creating beautiful, professional quotations that win clients.