How to Create a Professional Quotation
A strong quotation is more than a list of prices. It should clearly explain what the customer is buying, what is included in the scope, and which commercial terms apply.
What should a quotation include?
A quotation should make the business, customer, scope, and commercial details easy to understand.
- Business name and contact details
- Customer or company details
- Quotation number and date
- Quotation subject
- Product or service line items
- Quantity, unit price, and totals
- Tax and discount details
- Validity period and commercial terms
Write clear line-item descriptions
Use product and service names that the customer can understand. Add brand, model, size, or scope details where they help remove ambiguity.
Review quantities and pricing
Copied quotations, outdated supplier costs, and incorrect quantities are common sources of quoting errors. Review unit price, quantity, tax, discount, and grand total together before sending.
Why PDF presentation matters
Consistent headings, a readable table, company branding, and a clear total make a quotation easier to review. For equipment-heavy projects, product images can also help customers understand exactly what is being offered.