Quotation templates: best tips and examples

Non-binding written offers aim to demon­strate the value and terms of your service to potential customers. A clear and pro­fes­sion­al present­a­tion is key. Free quote templates include all essential elements, so you only need to add your company details, offer con­di­tions, and the recipient’s contact in­form­a­tion.

What are quotation templates?

Quote templates are pre-designed documents that provide the basic structure and essential com­pon­ents of a pricing estimate. When a customer requests a price for a product or service, the provider typically responds with a quotation outlining the expected costs, although it is not ne­ces­sar­ily legally binding. In the UK, whether a quotation is binding or non-binding depends on the wording and terms included.

Generally, a quotation is an estimate rather than a firm com­mit­ment. However, if it clearly defines pricing, terms, and ac­cept­ance con­di­tions—and the recipient accepts it without modi­fic­a­tion—it may form a legally en­force­able agreement. To avoid un­in­ten­ded ob­lig­a­tions, busi­nesses often specify whether a quotation is binding or non-binding. Including a dis­claim­er such as: ‘This quotation is for in­form­a­tion­al purposes only and does not con­sti­tute a binding contract until a formal agreement is signed by both parties’. can help clarify the intent. Given the volume of inquiries many busi­nesses receive, using quotation templates is a common practice. These templates provide a struc­tured format with place­hold­ers for essential details, which can be easily cus­tom­ised. Quotation templates are typically available as Word or Excel documents, but they also exist for other office suites.

What goes into a good quote template?

When creating your first quote, the challenge is including all relevant details while keeping it clear and pro­fes­sion­al. A well-struc­tured layout helps ensure your quote is easy to read and un­der­stand. At the same time, it’s essential to cover all key points to demon­strate cred­ib­il­ity and avoid mis­un­der­stand­ings.

While quotes are typically not legally binding in the UK, in­ac­cur­ate or in­com­plete in­form­a­tion can still lead to disputes. To minimise risk, make sure your quote clearly states pricing, terms, and whether it is binding or non-binding.

A well-struc­tured template for quo­ta­tions in Word or Excel should be tailored to the occasion and include the following key com­pon­ents:

• Complete company name and contact details
• Recipient’s contact details
• Date of the quotation
• De­scrip­tion, quantity, and price of goods or services
• Possible discounts
• Ex­pir­a­tion date (valid until)
• Terms and con­di­tions
• Ap­plic­able taxes
• Payment terms
• Delivery charges
• Con­di­tions of delivery
• Time frame for delivery
• Legal dis­claim­ers (if necessary)

There are also some elements that may be useful or necessary in certain in­dus­tries. One key component is the ac­cept­ance period, which defines the timeframe between the creation of the quotation and its ex­pir­a­tion date.

If the quotation is subject to specific con­di­tions, these should also be clearly stated in the document.

To make it easier for the recipient to get in touch, it is helpful to include ad­di­tion­al contact details such as a phone number, email address, or website. Listing a direct contact person or the in­di­vidu­al re­spons­ible for preparing the quotation is also common practice.

How to create a quote using a template

You can save time by using templates to create your quotes. Re­gard­less of which template you choose, there are a few important steps to follow. It’s easy to overlook place­hold­ers or forget to replace example text so it’s important to be extra careful.

Take your time and first review the structure and key com­pon­ents of the selected quote template before filling it out.

To show how to use a template properly, we’ll now walk through an example using a template for a quote.

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Free download

After down­load­ing, open the selected template like any other Word or Excel document by double-clicking it. The following guide will walk you through the necessary ad­just­ments to per­son­al­ise the quote template and create a cus­tom­ised document for your client.

1. Enter the company address in the top left-hand corner, and enter the recipient’s in­form­a­tion un­der­neath.
2. The area in the top left can also be used for any ad­di­tion­al in­form­a­tion you want to give, such as a phone number or email address, so that potential customers can get in touch with you more easily.
3. The subject is located on the right. It should im­me­di­ately convey to the reader what the document is about. Instead of the standard Quotation as written here, you can customise it by adding a date (Quote from 05/04/2025) or ref­er­en­cing the product or service being offered (Our Quote for Your Flight from London to Paris).
4. Un­der­neath is where details about the quote are included. This is in­form­a­tion such as the quote number, customer number, and the date.
5. Un­der­neath the details is where you have room to contact the recipient directly and to thank them for their interest in your products or services.
6. Enter the details of your quote in the table provided by simply filling out the columns for ‘de­scrip­tion’, ‘quantity’, ‘unit’, ‘price per unit’, ‘VAT %’, ‘VAT’ and ‘total’. You can also expand the table by adding more columns or rows if you wish.
7. After you’ve listed all the products or services, this is where you include the amount, first without VAT and then with VAT added.
8. The following text line can be used to provide the recipient with ad­di­tion­al in­form­a­tion about the quote, such as the ac­cept­ance period, special discounts, or early payment discounts.
9. The lower section of the quote template is intended for the footer text. Here, you should include your full company details one last time—op­tion­ally including your phone number, email address, or website. Banking details can also be included.
10. Once you have made all the necessary changes, you can save the quote template and print the finished quotation. If you want to send the quotation by email, simply select the PDF format.

Please note the legal dis­claim­er for this article.