---
title: "Quotation Terms and Conditions: 15 Lines You Can Copy"
description: "15 ready quotation terms and conditions for Indian shops and service businesses: validity, prices and GST, payment, delivery, warranty and returns."
canonical_url: "https://billbabu.com/blog/quotation-terms-conditions-template"
markdown_url: "https://billbabu.com/blog/quotation-terms-conditions-template.md"
type: "blog-post"
language: "en-IN"
published: "2026-05-16"
last_updated: "2026-10-04"
author: "BillBabu Team"
category: "Estimates & Quotations"
tags: ["quotation", "terms and conditions", "payment terms", "estimate", "quotation format"]
site: "BillBabu (https://billbabu.com)"
---
# Quotation Terms and Conditions: 15 Lines You Can Copy

By BillBabu Team · Published 16 May 2026 · Updated 4 October 2026 · Category: Estimates & Quotations

**In short**

- Terms and conditions on a quotation set out the rules of the deal: how long the price holds, whether GST is extra, how and when you get paid, and what happens if plans change.
- Six to ten short lines are enough for most shops. Use plain words your customer will actually read.
- Below are 15 lines you can copy. Replace the parts in [brackets] with your own details.

## Why your quotation needs terms

Most disputes over a quote are not about the price. They are about what the price included. Was GST extra? Who pays for transport? The quote was from last month, so does the old rate still apply? Was the advance refundable?

A few lines at the bottom of the quotation answer those questions before they are asked. When the customer accepts the quote, they accept the terms with it, so get that acceptance in writing. A signed copy, an email or a WhatsApp reply saying "Confirmed, please go ahead" all leave a record.

## 15 quotation terms and conditions you can copy

### Validity and prices

1. **Validity:** "This quotation is valid for [15] days from the date above. After that, prices may change."
2. **Prices:** "Prices are in Indian rupees and are per unit as listed. Quantities other than those quoted may change the rate."
3. **GST:** "GST is charged extra at the rate in force on the date of the invoice." (Or, if your prices include tax: "All prices include GST.")
4. **Rate changes:** "If a government tax or duty changes before the invoice date, the new rate will apply."

### Payment

5. **Advance:** "[50]% advance with the confirmed order. Balance [before dispatch / on delivery]."
6. **Payment mode:** "Payment by UPI, bank transfer or cheque in the name of [Business name]. Bank details are on the invoice."
7. **Due date:** "Invoices are payable within [15] days of the invoice date. Overdue amounts may attract interest at [\_\_]% a year."

### Delivery

8. **Delivery time:** "Delivery within [7] working days of receiving the confirmed order and advance."
9. **Delivery charges:** "Transport, loading and unloading are [included / charged extra at actuals]."
10. **Checking goods:** "Please check the goods at delivery. Shortages or transit damage must be reported within [48] hours."

### Warranty, changes and cancellation

11. **Warranty:** "The manufacturer's warranty applies as per the warranty card. We do not give a separate warranty unless it is written on this quotation."
12. **Returns:** "Goods are taken back or exchanged only if damaged in transit or not as ordered, and only if reported within [48] hours."
13. **Changes:** "Any change in quantity, size or specification after confirmation may change the price and the delivery date."
14. **Cancellation:** "Orders cancelled after confirmation: the advance will be adjusted against costs already incurred. Custom-made items cannot be cancelled."
15. **Jurisdiction:** "Subject to [your city] jurisdiction."

## Lines to swap in for service work

If you quote for work rather than goods (repairs, installation, design, interiors), replace some of the delivery lines with these:

- **Scope:** "This quotation covers only the work listed above. Additional work will be quoted separately before it starts."
- **Site readiness:** "The site must be ready, with power and access, on the agreed date. Waiting time caused by site delays may be charged."
- **Revisions:** "The price includes [2] rounds of changes. Further changes are charged at [₹\_\_] per hour."

## A short version for a shop counter

A kirana, hardware or electrical shop giving a quick quote to a regular customer does not need fifteen lines. These five cover the usual arguments:

1. Valid for 7 days.
2. GST extra as applicable.
3. Delivery charges extra.
4. Payment on delivery by cash or UPI.
5. Goods checked at delivery; no returns after that except for manufacturing defects under warranty.

## Worked example: what the terms do to the numbers

Khan Electricals quotes a builder for 40 ceiling fans at ₹1,800 each. Fans are taxed at 18%.

- Taxable value: 40 × ₹1,800 = ₹72,000. GST at 18%: ₹12,960. Total: ₹84,960.
- Term 5 asks for a 30% advance: ₹25,488 with the order, and ₹59,472 on delivery.
- Term 9 says transport is extra at actuals, so a ₹1,500 tempo charge goes on the invoice too (with GST as applicable), not into Khan's pocket.
- Term 1 gives 15 days. If the builder confirms on day 25 after the supplier has raised prices, Khan can send a fresh quote instead of absorbing the increase.

Without terms 1, 3 and 9, each of those points would be a negotiation after the fact.

## Tips for writing your own terms

- **Keep the same terms on every quote**, and change them only when the job needs it. Customers notice when terms keep shifting.
- **Match your invoice.** If the quote says 15 days to pay, the invoice should say the same.
- **Do not promise what the manufacturer does not.** Point to the warranty card instead of inventing your own.
- **Use plain language.** "Delivery charges extra" beats "freight shall be borne by the purchaser".
- **For large or long contracts**, have a lawyer or your CA look over the terms once. Templates are a starting point, not legal advice.

## Adding your terms in BillBabu

In the BillBabu app you make a quotation as an **estimate**. Set the valid-until date, add your items (the GST rate fills in from each product), and type or paste your key terms into the **Notes** box. Notes are printed on the estimate PDF, so the customer sees your terms on the same page as the price. Then share the PDF on WhatsApp or email from your phone's share menu.

When the customer accepts, you can turn the estimate into an invoice. See [how to convert an estimate into an invoice](https://billbabu.com/blog/converting-estimates-to-invoices-workflow), or read [the difference between a quotation, an estimate and an invoice](https://billbabu.com/blog/invoice-vs-estimate-vs-quotation-differences). For the full estimate workflow, see our [quotation and estimate software](https://billbabu.com/invoice-estimate-software) page.

## Frequently asked questions

### Are terms and conditions on a quotation legally binding?

Once the customer accepts the quotation, its terms usually become part of the deal. Keep a written acceptance, such as a signed copy, an email or a WhatsApp reply, in case of a dispute.

### How long should a quotation be valid?

For goods with changing prices, such as cement, steel or electronics, 7 to 15 days is common. For services or stable prices, 30 days is reasonable. Always write the date.

### Should my quotation say "GST extra" or "inclusive of GST"?

Either is fine if it is clear. "GST extra as applicable" is common for business customers, who claim the GST back. Consumers usually prefer one final price including GST.

### Can I change the terms after the customer accepts?

Only if the customer agrees. If something important changes, such as the quantity or the delivery date, send a revised quotation and get it accepted again.

**Send quotations your customers can say yes to.** BillBabu is a GST billing app for Android, with a web app at app.billbabu.com. Make GST invoices and estimates, share them as PDFs and see who still owes you money. Every account starts with a 14-day free trial, and you do not need a card. [Get BillBabu on Google Play](https://play.google.com/store/apps/details?id=com.billbabu.app) or see [plans and prices](https://billbabu.com/pricing).

---

This is the Markdown version of https://billbabu.com/blog/quotation-terms-conditions-template for AI assistants. Product summary and every page: https://billbabu.com/llms.txt