8/9/2019 Quotation Article

1/2

Home / Products | Buy Now | Articles | Links | Help Desk | Affiliates | About Us |

Products

Invoice Software

Instant Invoice 2007

Instant CashBook 2007

Instant Backup 2

Ezy Invoice 10

Ezy Call Manager 7

Articles

Sample Invoice

Sample Quotation

Credit Note/ Credit Memo

Member Of

Sample Quotation or Estimate - What is a quotation ? WhatTo Put On It And Example Quotations

What is a quotation and when to use it ?In business, a quotation is a document that a vendor or service provider would give to a

customer to describe specific goods and services that they may provide and its cost. Besides

the term quotation, it can also be referred by other terms like Bid, Quote, Estimate, Tender

& Proposal .

You would normally prepare a quotation or estimate upon request by a customer.

How To Write A Quotation or Estimate And What To Include OnItBasically you can divide the quotation into 3 main parts : The Header, Body and Footer. The

following is some basic information that you can include in your quote.

1. Quotation Header (Top Part)

Your letterhead : Your business name, address, telephone & email and web addressif available. In some countries, you must also included your business registrationnumber.

The words "Quotation", "Quote" ,"Estimate" or your preferred term clearlywritten towards the top of the page.

If you are registered to bill and collect tax, you may also need to include your TaxRegistration Number. This can usually be indicated just below the words"Quotation" or at your letterhead.

The Quotation Number. This a running serial number that you maintain. You shouldonly have one number per quotation issued. Hence, no 2 quotations should have thesame number.

The Quotation Date.

Your Payment Terms or how soon you expect to be paid. Some example include :"COD", "Cash", "Cash on Delivery" "30 days", "Full Payment on Delivery", "50% ToStart, balance on completion ". The payment terms can also be placed on the footer ifpreferred.

Your Customer or Client Name and Address.

2. Quotation Body (Middle Part)

A description of the goods you are supplying, quantity, unit of measure, price perunit and total amount for individual items. In the case of services, your scope ofwork and amount for individual items. It is important to be as specific as possible toavoid confusion and misunderstandings between the vendor and the customer. If itwill help make things clearer, you may need to add drawings or specification etc inattached sheet or sheets.

3. Quotation Footer (Bottom)

Total Amount of all individual items.

If applicable, a tax amount and total after tax.

Validity of the Quote. For example "This quote is valid for 60 days"

le Quotation or Estimate - What is a quotation ? What To Put On It A... http://www.ezysoft-dev.com/articles/sample-quo

6/8/2010

8/9/2019 Quotation Article

2/2

Other comments you may have like delivery instructions, goods return policy,overdue payment policy etc. If necessary, you can also seek legal advise whendrafting the terms and conditions for your quotation.

Your business authorised signature if necessary

Options for customer to sign and stamp if your quote is accepted (this is optional)

Tools For Creating A QuotationYou can use any word processor or spreadsheet software program to create a quotation.

However these programs have limitations in that you cannot easily generate a quotation lists

report. Also searching for a quotation means searching files in your hard disk and opening

them one at a time. You can overcome these limitations by using a designated quotation or

invoicing software product such as our own Instant Invoice 2007 or Ezy Invoice 7.

Sample QuotationBelow are some sample quotation layouts created with our invoice softwareInstant Invoice

2007 and Ezy Invoice 7.

Sample Quotation 1 - Trading Quotation

Sample Quotation 2 - Service Quotation

Related Article : Credit Note Or Credit Memo, Sample invoice .

Copyright 2008 EzySoft Developments

http://www.ezysoft-dev.com

(Published : 17th/Mar/2008, Updated : 17th/Mar/2008)

Feel free to link to this article from your website. You may also freely publish this article on your website or

publication providing that the artic le is un-edited, the copyright information above is displayed and all links remain

active.

Home / Products | Buy Now | Articles | Links | Help Desk | Affiliates | About Us

Copyright 2003 - 2008 EzySoft DevelopmentsP.O Box 4088, Narre Warren South, Vic 3805, Australia

ABN. / GST No : 18 415 010 593

le Quotation or Estimate - What is a quotation ? What To Put On It A... http://www.ezysoft-dev.com/articles/sample-quo

6/8/2010