Quotation Template

About this template

When to use it

A quotation you send to a customer. Under the title sits a four-cell header — quotation number, date, validity, contact — followed by six blocks: ① the parties, ② quoted amount, ③ line items, ④ terms, ⑤ notes, ⑥ reference figures. It closes with “we quote as above”, a seal line and an author / reviewer / approver table. This is an outbound document, not an application form, so no sample figure may survive.

Filling order

1. Header — quotation number (sample QT-2026-0147), date (2026-03-12), validity (“30 days from the quotation date”) and contact. Issue a new number for a re-quote so the history stays readable.
2. ① Left column is the customer, right column the supplier. The supplier column ships filled in with a name, business registration number, representative, address, business type and contact — replace it with yours.
3. ③ Fill the line items first: number, description, specification, quantity, unit, unit price and amount, with eight sample rows and two spare. Amount = quantity × unit price is calculated by hand; this is Word, nothing computes.
4. Then the three rows beneath — net amount, VAT at 10%, total. The samples read 19,100,000 / 1,910,000 / 21,010,000.
5. ② Copy the same total into the VAT-inclusive amount cell and write it out in words alongside. The footnote states that this is the net total plus 10%.
6. ④ Six rows — validity (30 days, to 2026-04-11), delivery (within 4 weeks of order), place of delivery, payment (30% deposit, 70% on completion), warranty (12 months), other costs. Change the validity and change the bracketed date with it.
7. ⑤ Five notes and ⑥ the reference figures come last.

Four numbers tied together

Block ⑥ shows KRW 21,010,000 total, 10% VAT, 30 days validity, 4 weeks delivery. Each has a partner above: the total in ② and the sum row in ③, the rate in ③, the validity in the header and ④, the lead time in ④. Change one line item and you must update the line amount, the subtotal, VAT and total, the amount in ②, and the figure in ⑥. Check the arithmetic before printing. The notes in ⑤ — re-pricing above a 10% quantity change, a 12-month warranty — must also match ④.

Examples

• ③ — 2 / responsive screens / mobile and tablet / 5 / screens / 450,000 / 2,250,000.
• ④ payment — 30% deposit, 70% on completion, tax invoice issued.
• ⑤ — “Items not listed here are quoted separately after agreement.”

Before you send it

• Adding your items under the sample rows instead of replacing them — the total then includes the samples.
• Leaving the amount-in-words cell blank; a figures-only quotation invites disputes.
• Keeping the VAT row on a zero-rated deal. Set it to zero and note why in ⑤.
• Re-sending an expired quotation. As ⑤ states, once the validity lapses the prices must be recalculated.