Quotation format with a filled sample
A quotation tells a customer what you will supply, at what price and on what terms, before they place the order. Here is what to put in one, a filled sample with GST, the terms most shops add, and free Word, Excel and PDF quotation formats. Or make a quotation online in a minute with the free quotation maker.
हिंदी में पढ़ें: कोटेशन कैसे बनाएं
Download the quotation format (Word, Excel, PDF)
Blank and free. The Excel format adds up each line, the GST and the total for you; the Word format is for typing on a computer; the PDF is for printing and filling in by hand.
What to write in a quotation
No law fixes the format of a quotation, but a clear one has these parts:
| Part | What to write |
|---|---|
| Title and number | "Quotation" and a number of your own, such as EST-2026-0007, so the customer can refer to it. |
| Date and valid-until date | The date you send it and how long the prices hold, for example 15 days. |
| Your details | Business name, address, phone and GSTIN if you are registered. |
| Customer’s details | Name, address and GSTIN if the customer is a registered business. |
| Items | Description, HSN or SAC code, quantity and unit, rate, and the amount for each line. |
| GST | The rate and amount for each item, or a clear note that prices are plus GST. |
| Total | The total including GST, in figures and words. |
| Terms | Delivery time, payment terms, advance, warranty, transport and who pays for it. |
| Signature | Your name and signature or stamp. |
Filled sample with GST
Sharma General Store in Pune quotes Meera Textiles, also in Pune, for 16 ceiling fans and 12 exhaust fans. Both are in Maharashtra, so the 18% GST is shown as CGST 9% + SGST 9%. The quotation holds for 15 days.
Sharma General Store
Shop 12, Laxmi Road, Budhwar Peth, Pune, Maharashtra 411002
GSTIN: 27ABCDE1234F1Z0 · State: Maharashtra (27) · Phone: +91 98765 43210
QUOTATION
Quotation for
Meera Textiles
8, Ravivar Peth, Pune, Maharashtra 411002
GSTIN: 27ABCDE4321K1ZN · State: Maharashtra (27)
Quotation no.
Date
Valid until
Place of supply
| # | Description | HSN | Qty | Rate (₹) | GST | Taxable value (₹) |
|---|---|---|---|---|---|---|
| 1 | Ceiling Fan 1200 mm | 8414 | 16 Pcs | 2,250.00 | 18% | 36,000.00 |
| 2 | Exhaust Fan 250 mm | 8414 | 12 Pcs | 1,000.00 | 18% | 12,000.00 |
Amount in words: Rupees Fifty-Six Thousand Six Hundred Forty Only
Terms and conditions
- Prices are in rupees; GST is shown separately.
- Valid until 17 Oct 2026.
- Delivery within 7 days of a confirmed order.
- Payment: 50% advance, balance on delivery.
| Taxable value | 48,000.00 |
| CGST @ 9% | 4,320.00 |
| SGST @ 9% | 4,320.00 |
| Quoted total | ₹56,640.00 |
This is a quotation, not a tax invoice.
For Sharma General Store
Authorised Signatory
Terms and conditions to add
Short, clear terms prevent arguments later. Pick the ones that fit your trade:
- Prices are valid until the date shown.
- GST is extra at the rate in force on the date of the bill (or: prices include GST).
- Delivery within 7 days of a confirmed order; transport charges extra, or free within the city.
- Payment: 50% advance with the order, the balance on delivery.
- Goods once sold will be replaced only under the maker’s warranty.
More examples you can copy: quotation terms and conditions.
Quotation vs estimate vs proforma invoice
| Document | When | Is it a tax document? |
|---|---|---|
| Quotation | Before the order: a fixed price offer for given items. | No |
| Estimate | Before the order, when the final price may change (repairs, work by the hour). Many shops use the word for a quotation. | No |
| Proforma invoice | When the order is nearly final, often to collect an advance. | No |
| Tax invoice (GST bill) | At the sale. The buyer claims input tax credit on it. | Yes |
In BillBabu, quotations and estimates are the same document. Read more in invoice vs estimate vs quotation, and see the GST bill format for the bill that follows the order.
Make a quotation online
The free quotation maker fills this format in your browser: add items and GST, set the valid-until date and terms, then print or save the PDF. Nothing is stored, and there is no sign-up.
Sending quotations every week? In the BillBabu app you make a quotation the same way as a bill, share the PDF on WhatsApp and mark it sent, accepted, rejected or expired. On the BillBabu web app an accepted estimate becomes an invoice in one click. See the quotation and estimate maker app.
FAQ
- Is a quotation the same as an invoice?
- No. A quotation is an offer before the sale: the price you will charge if the customer agrees. An invoice is the bill after the sale, and a GST tax invoice is what the customer uses to claim input tax credit. A quotation is not a tax document.
- Should a quotation show GST?
- Yes, if you are registered for GST. Show the rate and amount for each item, or say clearly that prices are "plus GST", so the customer knows the final amount. Use the current rates: most goods are at 5% or 18% since 22 September 2025.
- How long should a quotation be valid?
- There is no legal rule. Most shops give 7 to 30 days. Write the valid-until date on the quotation, because prices of steel, cement, electricals and many other goods change often.
- Is a signature needed on a quotation?
- Not by law, but a signature or stamp and your name make the offer clearer, and many buyers ask for it.
- What is the difference between a quotation and a proforma invoice?
- A quotation is a price offer that the customer may accept or not. A proforma invoice is sent when the order is almost final, often to ask for an advance or for the buyer’s bank. Neither is a tax invoice, and neither creates a GST liability.