How to write a quotation for a client
A quotation is a written offer: this is what I will do, this is what it costs, and this is how long the price stands. Writing a clear one saves arguments later, because the client can see exactly what they agreed to.
Methodhelm editorial teamLast updated: 2 min read
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What to put in a quotation
- Your name or business name and contact details, and the client's.
- A quotation number and the date.
- A short description of the work and what is not included.
- Each item on its own line with quantity, unit price and line total.
- The total, and any tax if you charge it.
- How long the offer is valid, when payment is due and the timeline.
- A place for the client to accept it.
Write it in four steps
- List the work in the client's words first, then split it into items
List the work in the client's words first, then split it into items. If a client cannot tell what an item is, they will ask or push back.
- Price each item and add them up
Price each item and add them up. Show the total last so it is easy to find.
- State the terms
State the terms: how long the offer stands, when payment is due, and what counts as extra work.
- Ask for acceptance
Ask for acceptance. A signature or a clear written yes turns the quotation into an agreement.
Common mistakes
- A single lump sum with no breakdown, which invites haggling.
- No validity date, so the client can accept at the old price months later.
- No note on what is excluded, which leads to "I thought that was included".
Doing it on your phone
Paidstamp is an iPhone app for writing quotations, invoices and receipts. You build the quotation from items, the client can sign on your phone screen to accept it, and you can share the A4 PDF through LINE, email, AirDrop or print it. See how to get a client signature and the Paidstamp page. A document made in Paidstamp is a commercial document: it does not replace an official tax invoice where your country requires one.
Frequently asked questions
Is a quotation legally binding?
It depends on your country and on how it is accepted. A signed quotation is usually good evidence of what was agreed, but if the stakes are high, ask a professional about local rules.
How long should a quotation be valid?
Common choices run from about two to four weeks. Pick a period that fits how fast your costs change, and write the date on it.
What is the difference between a quotation and an invoice?
A quotation is the offer before the work. An invoice is the request for payment after, or during, the work.
Can I turn a quotation into an invoice?
In Paidstamp you can change an accepted quotation into an invoice without retyping the items. See from quotation to invoice and receipt.
Write your next quotation on your iPhone
Paidstamp turns your items into a quotation the client can sign on your phone. See what it does before you decide.