How to Create a Professional Quotation in 5 Minutes
Creating a professional quotation doesn't have to take hours. Whether you're a freelancer, contractor, or small business owner, a well-structured quotation is essential for winning clients and getting paid on time.
In this guide, you'll learn exactly how to create quotations that look professional, communicate clearly, and help close deals faster.
What is a Quotation?
A quotation (also called a quote or estimate) is a formal document that outlines:
- What products or services you'll provide
- How much you'll charge
- When payment is due
- Terms and conditions of the offer
Unlike an invoice, a quotation is sent beforework begins. It's essentially a price proposal that helps clients make purchasing decisions.
Why Professional Quotations Matter
A professional quotation:
- Builds trust with potential clients
- Reduces back-and-forth communication
- Sets clear expectations upfront
- Protects you from scope creep
- Makes you look more credible than competitors
"I used to lose clients to competitors with better-looking quotes. Once I upgraded my quotation template, my conversion rate increased by 40%." - Sarah, Freelance Designer
5 Steps to Create a Professional Quotation
Example of a professional quotation template
Step 1: Add Your Business Information
Every quotation should include:
- Your company name and logo
- Contact information (email, phone, address)
- Business registration number (if applicable)
- Quotation number and date
Step 2: Include Client Details
Make it personal by adding:
- Client name and company
- Project name or reference
- Client's contact information
Step 3: List Products or Services
This is the core of your quotation. Create a clear table with:
- Description- What you're providing
- Quantity- How many units
- Unit Price- Price per item
- Total Price- Quantity × Unit Price
Be specific! Instead of "Design Services", write "Logo Design - 3 Concepts with 2 Revision Rounds".
Step 4: Add Terms & Conditions
Protect yourself by including:
- Validity period (e.g., "This quote is valid for 14 days")
- Payment terms (e.g., "50% upfront, 50% upon completion")
- Delivery timeline
- What happens if scope changes
- Cancellation policy
Step 5: Calculate Total and Add Payment Instructions
- Subtotal of all items
- Taxes (if applicable)
- Grand Total
- Payment methods accepted
- Bank details or payment links
Common Mistakes to Avoid
- Vague descriptions- "Marketing services" is too broad. Be specific.
- No validity period- Clients may accept your quote months later when your prices have changed.
- Missing payment terms- When is payment due? What methods do you accept?
- Unclear pricing- Is tax included? Are there additional fees?
- Unprofessional formatting- A messy Word doc doesn't inspire confidence.
Quotation vs Invoice: What's the Difference?
| Aspect | Quotation | Invoice |
|---|---|---|
| When sent | Beforework starts | Afterwork is done |
| Purpose | Price proposal | Payment request |
| Legally binding | No (until accepted) | Yes |
Free Quotation Template
Instead of starting from scratch every time, use a professional quotation builder. SendMeQuotation.todayprovides:
- ✓ Pre-built professional templates
- ✓ Automatic price calculations
- ✓ PDF export for easy sharing
- ✓ Save and reuse common items
- ✓ Track all your quotations in one place
Next Steps
Now that you know how to create a professional quotation, it's time to put it into practice. Remember:
- Be specific and detailed in your descriptions
- Always include terms and conditions
- Set a validity period
- Make it look professional
- Follow up within 2-3 days
Ready to create your first quotation? Try SendMeQuotation.today - it's free to start, and you can create unlimited quotations.