Templates / Finance & purchasing
Free original template · EnglishQuotation template
Prepare an itemized quote with quantities, unit prices and the conditions your customer needs to know. Showing validity, delivery and excluded costs helps keep expectations clear.
When this template is useful
Use a quotation before the customer agrees to purchase. Keep the item or service, quantity, unit price, validity period and delivery conditions visible together. A quote with a low subtotal can still carry additional costs, so name exclusions and explain whether tax or delivery is included. If the scope changes, issue an identifiable revised copy rather than leaving two conflicting versions in circulation.
- Keep units clear. A quote is easier to review when each line states the specification and what the price covers.
- State whether tax, shipping and additional work are included. Check PDF amounts manually; Excel calculates from the entered quantities and prices.
- Confirm validity and delivery terms before sending. Keep a revised quote or written agreement when the scope changes.
Before starting, decide who will use the record and which period or piece of work it covers. That keeps the entries focused when you return to it or share it with someone else.
What to fill in
Begin with the identifying details below. The examples show the level of detail to include; replace them with information that applies to your own task.
| Field | Example entry · fictional |
|---|---|
| Supplier / contact | Example Print Studio / Jamie Lee |
| Customer / contact | Example training team / Alex Morgan |
| Quote ID / issue date | Q-2026-001 / 2026-11-02 |
| Valid until / delivery | 2026-11-09 / 7 days after approval |
| Currency / tax basis | USD / Tax excluded |
| Payment / shipping | Agree before work / Shipping excluded |
Quotation items
Use one row for each entry, keeping the same date, unit and naming conventions throughout. The columns are: Item / specification · Quantity · Unit · Unit price · Subtotal · Notes.
Amount summary
Use one row for each entry, keeping the same date, unit and naming conventions throughout. The columns are: Subtotal · Tax and delivery · Total quoted.
Supply scope and terms
Use the separate writing spaces to develop each part of the record. The prompts are: Inclusions and exclusions / payment and delivery / valid until.
See a completed example
All names, activities and amounts below are fictional. The downloadable copy keeps the example separate from your blank writing pages.
Quotation items
| Item / specification | Quantity | Unit | Unit price | Subtotal | Notes |
|---|---|---|---|---|---|
| Six-page A4 booklet | 100 | copy | 2.50 | 250.00 | Client supplies copy |
| Basic layout work | 1 | job | 50.00 | 50.00 | One proof revision |
Amount summary
| Subtotal | Tax and delivery | Total quoted |
|---|---|---|
| 300.00 USD | To be agreed separately | Confirm after additional costs |
Supply scope and terms
Inclusions and exclusions / payment and delivery / valid until
Subtotal: 300.00 USD. Tax and shipping are excluded and must be confirmed before billing. Delivery depends on receipt of copy and customer approval.
Choose the right download
| Format | Best for | Before sharing |
|---|---|---|
| Printing on US Letter and writing by hand. This is a printable document, not an interactive PDF form. | Print the blank form and any needed continuation; leave out the example and guide. | |
| Excel XLSX | Typing into a spreadsheet. Blank, continuation and example sheets are separate. | Check the print preview and any supplied formula ranges before sharing. |
| Editable HTML | Typing into the downloaded file in a modern browser; no account required. | Use Save edited copy before closing. Print / Save PDF uses your browser's print dialog. |
HTML entries are not uploaded to this site. Save the edited file somewhere you can find it, because closing or refreshing before saving can lose changes. PDF and HTML editions do not calculate totals.
Spreadsheet calculations
Quantity × unit price produces each line amount, with a subtotal across the main and continuation sheets. Tax and delivery are separate.
Where supplied, formula cells are marked separately from input cells. If you add rows or change the structure, check that the formulas still cover the records you intend to include.
Questions before you start
What if I need more space for quotation?
Use the continuation included with the download. Add the main document reference and sheet number so the extra entries remain connected to the original record. Keep the same date and unit conventions.
Should I include the filled example when sharing?
No. Share your completed blank form and the continuation pages you actually used. Keep the fictional example and guidance for your own reference.
Is this an official or jurisdiction-specific form?
This is a general-purpose organizer. If an employer, authority or receiving organization specifies a form, use its current requirements. This download does not establish legal, tax or professional compliance.