Back to Home
Quotation Guide
Learn how to create effective professional quotations
Contents
Creating Professional Quotations
This guide will walk you through the process of creating effective, professional quotations using Quotation-Generator. Whether you're a freelancer, small business owner, or part of a larger organization, these principles will help you create quotations that win business.
Quotation Basics
A professional quotation should clearly communicate your pricing, terms, and what you're offering to your client. It serves as both a sales tool and a legal document that protects both parties. A well-crafted quotation can significantly increase your chances of winning business.
Structure of a Professional Quotation
A complete quotation typically includes:
1. Your company information (name, contact details, logo)
2. Client information (name, address, contact person)
3. Quotation details (number, date, expiration date)
4. Itemized list of products/services with descriptions and pricing
5. Total amount and any applicable taxes or discounts
6. Terms and conditions (payment terms, validity period)
7. Notes or additional information
Step 1: Enter Basic Quotation Details
Start by filling in the basic information at the top of the form:
- Quotation Number: A unique identifier for your quote (automatically generated but can be changed)
- Date: When the quotation is issued
- Due Date: When the quotation expires
- Currency: Select the currency for this quotation
Step 2: Add Your Company Information
Complete the Company Information section:
- Company Name and Contact Details: These appear in the header of your quotation
- Company Logo: Upload your logo to make your quotation look more professional
- Address Information: Provides legitimacy and necessary information for clients
The more complete your company information, the more professional your quotation will appear.
Step 3: Add Client Information
Fill in details about your client:
- Client Name and Email: Required fields for identifying the recipient
- Company Name: If applicable
- Contact Information: Phone number and address details
Personalizing the quotation with accurate client information shows attention to detail and professionalism.
Step 4: Add Line Items
This is the core of your quotation:
- Description: Clear description of each product or service
- Quantity: Number of units
- Rate: Price per unit
- Amount: Calculated automatically (Quantity × Rate)
Tips:
- Be specific in your descriptions to avoid misunderstandings
- Group similar items together
- Use consistent terminology throughout
- Add as many items as needed using the "Add Line Item" button
Step 5: Add Notes and Terms
The final section allows you to add:
- Notes: Additional information, context, or special considerations for this specific quote
- Terms and Conditions: Payment terms, delivery information, warranty details, etc.
These sections help set expectations and protect both parties from misunderstandings.
Step 6: Generate and Send Your Quotation
Once you've completed all sections:
1. Review your quotation to ensure all information is accurate
2. Click "Generate Quotation" to create your PDF
3. Download the PDF from the preview page
4. Send the quotation to your client via email
Follow up with your client if you don't hear back within a few days.
Tips for Effective Quotations
- Be clear and specific about what's included (and what's not)
- Keep your language professional but easy to understand
- Highlight value rather than just listing costs
- Include a validity period to create urgency
- Make sure your branding is consistent
- Follow up with clients after sending the quotation
- Consider offering multiple options or packages
Ready to create your quotation?
Now that you understand the principles of creating effective quotations, it's time to put them into practice. Use our simple tool to create a professional quotation in minutes.
Create Your Quotation
