Many businesses use quote templates or forms to respond to the clients that are requesting quotes for the services and products. Businesses also send out emails offering to provide quotes on their services and products. These are often referred to as proposals or estimates. Business owners find that it takes a great deal of time to prepare a professional quote with all the details and information needed to meet a client’s needs. They also realize that the client is reviewing several quotes from other providers and that they have a choice on which one to accept, expect to enter negotiations, and may request additional services or guarantees not covered in the quote.
This all takes a great deal of time and dedicated effort. As a result, many companies prepare a quote template that incorporates much of the standard information that goes into every quote, along with formulas and products they offer to save time and to deliver a uniform, professional-looking quote every time.
The quote your client reviews may be the only time they consider your company. It needs to make a good impression, be competitive and entice the client to discuss the details with you leading to a sale or contract.
Here we’ve provided quote templates in MS Word, Excel, PDF, Google Docs, and Google Sheets to help you create a professional quote in no time. We’ve also provided a complete guide on preparing a professional quote template in the following post to improve your business success.
Construction Quote Template
A Construction Quote Template is a pre-designed document that outlines the estimated costs, materials, labor, and timeline for a construction project. It serves as a standardized format for contractors and construction businesses to present their proposals to clients in a clear, organized, and professional manner. This helps clients easily understand and compare different quotes, ensuring transparency and efficiency in the decision-making process. To cater to various needs and preferences, here are Construction Quote Templates available in Word, PDF, Excel, Docs, and Google Sheets formats.
Price Quote Template
A Price Quote Template is a pre-designed document used by businesses to provide detailed cost estimates for their products or services to potential clients. It typically includes information such as item descriptions, quantities, unit prices, taxes, and the total cost. By using a template, businesses can save time, ensure consistency, and maintain a professional appearance when sharing price quotes with clients. Here are Price Quote Templates in various formats such as Microsoft Word, Excel, PDF, and Google Docs to suit your needs and preferences.
Business Quote Template
A Business Quote Template is a pre-formatted document that allows businesses to efficiently generate professional price quotes for their products or services. By using a template, businesses can save time and maintain consistency in their pricing and presentation. These templates typically include essential elements like company details, client information, itemized pricing, and terms and conditions. They can be customized to suit the unique branding and requirements of each business, ensuring a polished and persuasive quote for prospective clients. Here are Business Quote Templates available in various formats, such as Word, Excel, and PDF, to cater to your specific needs.
Contractor Quote Template
A Contractor Quote Template is a professionally designed document that outlines the estimated cost of a project, including labor, materials, and other expenses, provided by a contractor to their client. This template serves as a standardized format for contractors to present their quotes in a clear and organized manner, ensuring transparency and facilitating effective communication between both parties. By utilizing a Contractor Quote Template, contractors can easily itemize costs, highlight their expertise, and provide a comprehensive overview of the project’s scope. Here are Contractor Quote Templates in various formats, such as Word, Excel, and PDF, to cater to different needs and preferences.
Quote Templates (Excel, Google Sheets)
Excel and Google Sheet quote templates can be incredibly helpful as they offer a wide range of pre-built functions and formulas that can help automate calculations and make the process faster and more efficient. These templates can be customized to include the necessary information, such as product or service details, pricing, and discounts, which can help improve accuracy and reduce errors. Additionally, using a template can help maintain consistency across quotes, which can help enhance the brand’s professional image. Here’s a collection of Excel and Google Sheet quote templates that are designed by professionals, keeping essential needs in mind. These templates can be easily downloaded and customized to meet specific business needs.
Quote Templates (Word, PDF, Google Docs)
PDF, Google Docs, and Word quote templates can be particularly useful as they allow you to quickly and easily create professional-looking quotes that include all the necessary information. These templates provide a standardized format for your quotes, which can help you save time and ensure that you don’t miss any important details. Additionally, they can be customized to fit the specific needs of your business, allowing you to include your branding and other personalized elements. Here’s a collection of Word, PDF, and Google Docs quote templates that are designed by professionals keeping the essential needs in mind. These templates can help you streamline your quote creation process and ensure that your quotes always look professional and polished.
What Is a Quote Template?
Quotes to customers are often referred to as sales quotes, business quotes, or company quotes. They provide information on services, products, pricing, warranties, NDA, and more to your customer to help them decide if they would like to enter into a business arrangement with your company.
Preparing individual quotes every time you make a quote to a customer takes time. If multiple individuals are preparing quotes, the quotes may vary and not represent your business the same way in each quote.
Preparing a standard document that contains all of the standard information in every quote that your company needs to be in the document reduces the time to prepare the quote significantly and ensures consistency as well. This document is referred to as a “quote or Quote Template”.
In addition, as prices change, policies are updated, warranties change, etc., it is a simple manner to update the master template for use by all of your sales team and quote writers.
Delivering a timely and professional-looking quote to your clients presents your company positively. It demonstrates you listened to your client’s needs, paid attention to detail, and creates a positive image with your client.
Types of Quote Templates
There are many different types of quote templates, from the simple, straightforward type to those that are complex and reflect the services, the products, and the project details requested by the client. The following are some of the more common types of templates that are available and used by many companies:
- Business travel, including air and hotel pricing
- Company estimate – general
- Construction activities
- Contractor services
- Corporate event scheduling and management
- Cost quote for services and products
- Designer quote
- Detailed quote for a project
- Formal hire purchase quote
- Group medical services
- Hourly price for providing services
- The price quote for products
- Rate quote for services offered
- Request for official quote – RFQ
- Sales quote leading to purchase agreement
- Service quote leading to a service agreement
- Simple project quote to manage and deliver project milestones
- Standard quote model
- Web design and SEO quotes
- Wedding arrangement, management quote
- Work – general quote
What to Include In a Quote Template
The purpose of the quote template is to attract new clients, show your professionalism, and meet your consumer and trading needs. It also helps you safeguard your business from financial and legal risks. When drafting it, there are several important details you need to include, and these are;
- Business Details. Here, you should detail your contact and ABN details, which is a requirement by law.
- Total Cost. You should do an in-depth explanation of what the job entails and give an overview of the incurred costs. As you do this, you can make a note if necessary of what’s not covered. For instance, the cost might cover labor and parts but not the delivery.
- Cost Analysis. The quote template should define the job proposal, and this entails detailing the materials and labor and explaining the included elements.
- Variations. This is a detailed analysis of how the cost is affected by different variations or scenarios. For instance, “Laws mowing cost is covered by the quote. However, carrying the clippings will cost you an extra 20%” Including variations is an excellent chance to upsell.
- Revisions. You need to allow yourself the chance to adjust the quote after starting the work, and finding it entails a lot more than you had anticipated.
- Schedule for Work. When writing the quote template, make sure to state when you intend to begin the project and the duration this will take. You should also state whether your schedule is affected by other variables, for example, pleasant weather. It’s essential to set a reasonable timeframe within which you’ll complete your job since you’ll be legally held accountable if you don’t do so.
- Terms and Conditions of Payment. You need to mention when the payments should be made. The various options include half upfront and half on completion, periodical payments, or a lump-sum payment.
- Quote Expiry Date. Ensure to indicate the duration within which the quote must be accepted. This is especially vital if you operate in a volatile industry where the prices change quickly.
- Customer Acceptance Signature. There also should be a “Sign Here” statement on the agreement. For example, “I (name) accept the above terms and conditions. Signed _ Date _
- Payment Methods. If you’re being paid a deposit fee, you should state your desired payment method.
How to Create a Quote (Step-By-Step)
Depending on the complexity of the quote, the services and products offered, and the client’s requirements, you should be prepared to spend a good deal of time preparing a quote to send to a client. However, a few basic steps can save you time and keep your quote looking professional and accurate.
- Select a professional template for your quote
- Include a quote number
- Add customer information
- Add contact information
- Include an effective date
- Add your products and services
- Address client-specific questions and concerns
- Include terms and conditions
- Add notes and details
Step 1) Select a professional template for your quote – If you do not already have one, explore the website, select a template and customize it for your company. We’ve provided the quote templates in MS Word, Excel, Google Docs, Sheets and PDF to make it easier for you. Your selected quote template will become the standard template you will use for this quote and all subsequent quotes.
- Add your company’s name and contact information in the space provided. Leave the date blank since you will add this later when completing a specific quote. If you offer a standard set of products and services, you can add them, including standard descriptions. You may need to leave space to customize them later for each quote.
- Add standard prices for each.
- Add standard payment conditions, packaging, shipping, and delivery. Include space for delivery time frames since this may vary depending on location.
- Finally, include any legal requirements you may have. Every quote should be referenced by a serial number, quote number, or invoice number.
Step 2) Add customer information – Include the customer’s information, name, and address.
Step 3) Add contact information – Add the client’s contact name, address, phone, and email address.
Step 4) Include an effective date – always include the date when the quote is effective, usually the date the quote is sent to the client. If applicable, add a time frame for the quote to remain effective. After said date, you reserve the right to update the quote as needed if requested by the client.
Step 5) Add your products and services – in an itemized list with descriptions and features listed. If a client is not interested in a particular product, most people will leave these items out of the quote and simply delete them when finalizing the quote.
Take the time to help your customers understand what is provided and what may not be provided. For example, if demolition is needed before the job can start, ensure that this work is identified and a critical item that must be identified if it is included or not included.
Step 6) Address client-specific questions and concerns – this information may be identified during conversations with the client, emails, or an official RFQ. Addressing these questions and concerns helps to show that you value the customer and are attempting to address issues they are concerned about.
Step 7) Include terms and conditions – that can affect the deal. While these items may be subsequently negotiated, the client can be made aware of your standard terms, conditions, and expectations.
Payment terms, added work cost, unexpected changes to the project, tax, legal, and NDA requirements are some of the typical terms and conditions included.
Another significant term is late payments and penalties, which should be addressed, although, for many, there is a concern that it gives a negative impression to the customer.
Step 8) Add notes and details – every quote has its peculiarities based on the conditions at the time and the customers involved. This is where discounts can be discussed, a thank you section, and signatures can be included.
Difference Between an Estimate and Quote
Estimates and quotes are much the same in terms of preparation and the effort it takes to prepare them. The same information is usually included, and vendors should always treat both types in a professional manner. They provide the client with a window into your company’s products and services which you want to be positive.
There is one major difference. The prices and services offered in a quote are binding, and once the customer accepts the quote, the agreement is fixed.
An estimate, on the other hand, is just that, an estimate. It provides an outline of the work and the approximate or preliminary cost for the project. Estimates are often used when the work required is not easily calculated until the job begins, as in renovation work in a home.
Differences Between an Invoice and Quote
It’s easy to confuse the quote template and invoice, so here’s an overview of the distinguishing elements to know about these two documents;
- The invoice is non-negotiable, while the quote can be negotiated on the different scenarios.
- Whereas the invoice is a document showing the progress and completed payments, the Quote is an answer to the Request for quote (RFQ).
- The clients are given the quote before purchasing an item, whereas the invoice is produced before the payment is made.
- The quote acts as a format or suggested estimate of the amount or services to the product to be purchased while the invoice is given before the partial or total payment for the bought product has been made.
- Unlike the quote, which may be given through verbal communication, the invoice must always be written.s
Tips for Preparing a Quote Template
If you wish to perfect the skill of stating the right quote, you need to learn the quote’s preparation, how to present the quote, and give a response to your customer once the quote has been accepted. It’s very crucial to build these quoting skills to build your customer base and get more work. Here are some of the useful tips to observe when writing a quote.
Always Give Your Quote in Writing
Although verbal quotes are accepted, it’s always advisable to have the quote in writing to prevent any confusion. This is crucial despite verbal quotes being equally binding to avoid misunderstandings and communication errors.
Ensure A Professional Look
When drafting the quote, it’s essential to remain professional, and one way of achieving this is by;
- Having a clear and reasonable structure
- Make sure to use the company letterhead
- Carefully inspecting the punctuation and spelling
- Open the quote with greetings and give thanks to your clients for this opportunity to give your quote
Your primary goal should be finding a way to distinguish yourself from your competitors. And because clients typically get a minimum of 3 quotes, designing a unique selling strategy allows you to show why you’re the right choice.
Meet The Needs of Your Customer
You should assure your customers or guarantee that you’ll deliver on your quote by;
- Confirming the quoted price is reasonable to get the job and still make a profit.
- Never giving a quote unless you’re confident if delivering quality as required by the customer.
- Don’t assume anything. Instead, you need to fully understand the client’s precise requirements and ensure the customer is clear and concise in explaining what they want.
Use the quote’s expiry date as the guide whenever you’re following up on the quote. But as you do this, make sure not to be very pushy and instead notify your customer cordially prior to the expiration date.
Make sure to get the client’s written confirmation once the quote has been accepted before you commence on the assigned tasks.
Should there be significant changes with the job, make sure to revise the quote. It’s advisable o request the customer’s approval before you even proceed with working.
Know Your Business Risks
You must assess your job managing ability. If you have any concerns on whether the job is viable, consider the possible worst-case scenario for better insights. After doing so, you should consider including a clause in the quote safeguarding both parties from unwanted results.
Understand Your Obligations
The quote is a legally binding document to the agreed-upon terms and conditions of delivering the goods and services. Because of this, make sure to get useful insights from your industry association and details on how to prepare contracts and quotes given by the Office of Fair Trading.
How To Send A Price Quote
In many cases, the price-quote conversations happen through email, whereby the client gets the quote’s PDF version. However, you should never send your customers Sheets/ Excel files used when creating the quote. This is because the editable quote template is only meant for your personal use and should only send the PDF output you’ve made.
How to Write a Perfect Quote Email to Your Customers
Sending quotes via email is increasingly the choice made by many vendors. The quote is written using a variety of software and then converted to a PDF to provide a secure unchangeable document. There are many advantages to using email:
- Automatic timestamp
- Send the quote to the preferred recipient
- Instant transmission
- Reduces paper and administration
- They are professional and easy to track
- Follow up is efficient
Sending a quote by email is just as important as the actual quote. You want the client to open the email and read the PDF. The subject should be short, to the point, and easily recognizable as a quote. The message should also be brief and friendly, referencing the attached PDF and indicating that you will follow up in a reasonable time. Thank them for the opportunity, and include your mobile contact information.
The following is an example that covers the bases:
Quote – [quote number]
Hi [name of client]
Thank you for asking our company to provide a quote on your project, [name of project]. Please find a detailed PDF copy of our quote attached to this email.
The quote covers your detailed request and totals $[amount] and is effective on [date] until [date].
Please feel free to contact us at [email] or [mobile number] about any questions or concerns you may have.
Attachment – [file name of PDF]
Quote Email – Word Template
An Improved Email Example
The following is a better example that covers the bases and demonstrates an understanding of the client’s needs:
Quote – [quote number]
Hi [name of client]
Thank you for asking our company to provide a quote on your project, [name of project]. Please find a detailed PDF copy of our quote attached to this email.
Our company, [name of company], is a leading firm with an impressive track record creating solutions to meet our client’s needs. Our quote has been tailored to meet your specified goals and objectives as outlined in your RFQ dated [add date]. We have included a comprehensive price list to develop the solutions you required.
[add a summary of those requirements]
Please feel free to contact us at [email] or [mobile number] about any questions or concerns you may have.
Attachment – [file name of PDF]
Quote Email (Improved Example) – Word Template
Sending quotes by Text Message
quotes can also be sent via text message utilizing a variety of apps, including I-Message, WhatsApp, and others. Many clients will appreciate the adoption of modern tech-savvy tools. Always check with the client to ensure which method they prefer to use before sending quotes in this manner.
Benefits of Offering Business Quotes to Your Customers
Providing information to your customer in the form of a quote is a great way of communicating to your customer the services and products you provide. A good quote clearly articulates the services offered at a given price. The same applies to products. It removes the assumptions that both parties might make, which often leads to misunderstandings.
A summary of the benefits of offering business quotes are as follows:
- Client and vendor are on the same page regarding the scope of work, what’s included, and the total cost of the project.
- Identifies the minimum base rate for work, which makes it straightforward to identify changes to the project and the impact from a time and resources perspective, including cost.
- Identifies what is needed to complete the job – resources, materials, and staff.
- Both parties can plan cash flows – for the client when they need to have the funds to pay for the work and the vendor when they can expect to be paid.
- Improves your reputation, ensures the customer that you are transparent and will meet your commitments.
- Keeps communication open with customers and offers an opportunity to negotiate the final job, especially if the client finds the total cost above their budget.
- Gives feedback about your pricing for services and products. If customers are not taking your offers, it is time to re-evaluate pricing and services
- Acceptance of a quote assists in collecting final payment from your customers
Mistakes to Avoid in the Quote Process
Everyone is under a lot of pressure when a quote is due, especially large complex quotes involving many people and products delivered over several weeks or months. It can be time-consuming. The process of preparing the quote should be managed so the process runs smoothly, and you meet the deadlines requested by the customer. Optimizing the process using templates and ensuring everyone knows what is needed can assist in ensuring you have a professional-looking quote, the numbers and services offered are accurate, and you have a good chance of winning the job!
Some of the mistakes that managers can avoid during the process of preparing the quote and delivering it to the customer include:
- Avoid taking too long to respond with a quote – a late quote leaves the customer with the impression that the work might also be late and you are either too busy or not that interested in their business.
- Providing insufficient information – and not addressing the key questions a customer may have can put you at a disadvantage compared to other vendors
- Providing too much information – can be equally challenging for the customer. If they cannot find the information or it is hidden amongst a long document, they may select another vendor. Find the right balance, focus on key points, be concise and ask yourself, did we address all of the customer’s concerns.
- Sending a quote before the client is qualified – the client may not be ready; they are still figuring out what their plan is. Your quote may be wasted on them if they are just not at the decision stage. Always check with your client if a quote would help them decide to proceed.
- The quote does not fit the demand – of the client. Before embarking on the development of a quote, determine what the client is looking for. Once the quote is ready, the final test is to ask your team if the quote addresses the client’s needs.
- Avoid copying/ pasting from old quotes- the client is expecting a fully customized quote for them, not one that was copied from another that included the name of the other company.
- Avoid spelling mistakes – use a spell checker and then have someone proofread the document before it is sent to avoid spelling and grammatical mistakes.
- Avoid misspelled names – you might find your quote pitched in the garbage bin if you misspell the client’s name or their company name.
Checkpoints before You Send Your Quote Template
Always review your quote before it is sent to ensure that you have met the client’s needs and requirements, no spelling and grammar mistakes, and the calculations are correct. You may also want a colleague to go through the quote from the customer’s perspective with fresh eyes. After multiple iterations of a quote, we all tend to glaze over many of the details in a large document.
Someone who has not looked at the quote before can always pick things out that may have been missed by the writers.
Your checkpoint list should include these items before the quote is sent to the client:
- Check all of the calculations, taxes, subtotals, and totals.
- Ensure the same formatting is used throughout the document
- Check spelling and grammar
- Add notes to clarify complex terms and conditions
- Add optional details at the end of the quote, such as additional products and services.
The Quote Follow-Ups
Once your quote has been sent to the client, give them a few days to review it and make a decision. If they are receiving multiple quotes from different vendors, your call could be the trigger to decide in your favor, especially if they have questions about your quote.
For smaller straightforward quotes, a few days may be all that is needed. While large complex quotes could take several weeks for the client to make a decision. During the quoting process, it is a good idea to ask the client for an approximate timeline for their decision process. You can tailor your follow-up accordingly.
If your client has decided to select a different vendor, the conversation can still be worth your time. In these situations, it is helpful to learn why your quote was not selected and identify what might be done to improve it next time.
Always be positive, never malign the other vendor. Your interest will impress your client and help to create a favorable impression for the next quote and opportunity.
The following are some of the frequently asked questions many quote writers have about preparing and sending quotes to customers.
There are differences between a quote and an estimate. A quote documents all of the work, prices, terms, and conditions. Once the client agrees to proceed with the work, both parties are held to the prices, terms, and conditions outlined in the quote. An estimate has all of the same information; however, the total cost of the project is not firm. It is an estimate only, and the price or the cost of the project can change once the work begins based on how the job proceeds, surprises and changes, and the unknowns outlined in the quote. Vendors should always review any scope changes and price changes with the client and obtain their approval before proceeding.
quotes provided by small and large businesses to clients are extremely important. The quote represents your business to the customer. In some cases, you may not even meet the client personally with everything completed online. The quote becomes the only interface you have, and it should make a positive impression on the client. Thorough, professional, accurate, and competitive with all of the details for the client to make a decision.
Quotes also reflect the discussions and negotiations you have had with a client in meetings that are face-to-face and virtual over the phone or one of the online video systems. While the quote must have all of the standard qualities, such as being thorough, professional, accurate, and competitive, the quote must also reflect the conversations with the client. It shows that you have listened to their requirements and are attempting to meet these requirements. Failure to reflect these requirements could cause the client to award their business to one of your competitors.
The quote also opens the door to future business. A good experience with the quote process, the subsequent contract, and completion may lead to future business with the client, which can have huge benefits depending on the nature of the contract and business.
The process of writing a quote for a business was covered earlier in this post. (How to Create a Quote). The quote must be timely and professional. The quote should represent your company in the best possible manner to make a positive impression on the client. While price is always important, it is not always the price that influences the final decision.
Quotes make an impression on clients. If the quote is sloppy, handwritten, and missing details, clients may come away with a negative impression of your company even though the price might be the lowest of all of the bidders. The client may feel that your work or products may not be up to the standard they expect and desire. They may pass your company over for another even though the price may be more expensive.
There are various types of insurance purchased by consumers and businesses every day. These include:
• Car insurance
• Home insurance
• Life insurance
• Health insurance
• Liability insurance
• Specialized insurance packages
• And more
Businesses prepare quotes for all of these different types of insurance. Many are completed over the phone, in person, and today, many are becoming automated, i.e., the customer fills in the information online, and the system generates a quote for them to accept, modify or disregard. Price is important; however, a detailed quote covering the insurance details, the exemptions, what is not covered, pre-existing conditions in the case of health insurance must all be covered in the quote.
An insurance quote is much the same as any other quote. Collect information about the client regarding their needs, personal information, and details. This information may be collected in person, over the phone, or via an online system.
• Select the appropriate insurance template
• Generate a quote number
• Add client information and details
• Add contact information
• Include the effective date and desired end date or anniversary date
• Add the insurance products and services requested by the client
• Address client-specific questions and concerns
• Include terms and conditions
• Add notes and details
• Generate the quote and present it to the client in the form of a written document, on-screen or PDF to be sent to the client by traditional mail or email or by text
Obtaining insurance quotes promptly depends on the type of insurance and the complexity of the insurance you need. Car insurance, home insurance, and health insurance quotes can be obtained in as little as five to ten minutes online. Clients are presented with the quote online and also emailed the quote after completing a questionnaire. If you are ready to proceed, many online systems accept payment by debit card or credit card.
If you need to meet with an insurance broker, setting up a meeting and attending the meeting will take much more time. Paper copies, PDF files, and online viewing are also available. Payment by debit and credit card is generally accepted.
More complex insurance quotes involving commercial buildings, expensive jewelry, performance insurance, and so on will take much more time. Buildings and jewelry must be appraised, which can take several days or even weeks, depending on the availability of appraisers. Once the appraisal is completed and presented to the insurance company, they will decide if they wish to offer an insurance quote and how much risk they are willing to accept.
Yes, insurance companies often check your credit score when considering offering you an insurance quote. No, the inquiry does not affect your credit score. Each time an inquiry is initiated, the credit agency provides the information in what is known as a “soft pull”. If you check your score often, especially after requesting an insurance quote, you will see a record generated showing the inquiry, but it does not lower your credit score.
Construction quotes can vary a great deal depending on the work to be completed and how confident the contractor feels regarding the complexity and the unknowns of the job. Most quotes will include time, materials, and taxes. However, there may also be terms and conditions covering unforeseen circumstances that could increase the time and materials substantially.
Quotes may be fixed priced quotes which indicates the contractor does not see any difficulties or unknowns in completing the work. In addition, they may have padded the pricing to accommodate any surprises.
Other quotes will be more open-ended, billing for time and materials as the job progresses up to a specified budget. Once the budget limit is reached, the contractor and client must make decisions on how to proceed. Extend the contract, generate a new quote and contract or stop the work.
In many cases, contractors do not charge for a quote. It is considered part of doing business and also a form of advertising. Depending on the size of the company, they may have one or more people dedicated to completing quotes for the business. Their time and overhead are included in the hourly rate billed in the quote and are not identified in any way on the quote.
If there is detailed design work that precedes the actual construction, the project may include a design phase to the project, which will be negotiated separately and billed to the client. Once detailed designs are ready and approved, detailed construction quotes can be prepared and provided to the client.
Emailing quotes of all types, including design quotes, has become the norm in today’s online environment. Usually quote is attached to the email in PDF format and is emailed to the recipient for their review. The email should be professional in format and provide contact information as outlined in an earlier section of this post.
Design quotes can generate large files, especially if the design plans are included as part of the quote. Many email systems place limits on the size of the files that can be sent as attachments. Companies providing quotes by email will include a link to a secure site where they have placed the design document for the client to download and review at their leisure in these situations.
Web designers can develop their custom design template for quoting purposes that include a standard website with optional services. They can offer a fixed price for a set number of pages with content included and/or include hosting, domain management, SEO optimized content, product pages, along online ordering capabilities and fulfillment. There can be many options to consider and should be discussed with the client.
Many web design companies offer a standard number of pages for the client to populate with their content on a site hosted by the client with their domain name. These are basic websites at a fixed price with support functions added on a customer basis.
Weddings are a time to celebrate and enjoy the ceremonies along with the party afterward. Many couples will hire a venue for the wedding party, the food, and the entertainment and beverages. Experienced wedding companies will cover all of the services they offer and those that they do not to make it clear what is provided and which services the bride and groom must look after separately. Full-service wedding planners and organizers may offer everything for a price. These are the items that the quote should consider, specifically indicating whether they are included or excluded from the quote.
• Schedule in detail
• Payment deposit
• Full payment
• Incidental charges covered by credit card
• Alcohol service and adhering to local legal requirements
• Conditions of service for alcoholic consumption
• Surcharges related to public holidays
• Accommodation for wedding party preparation
• Honeymoon suite
• Deposits related to group bookings for guest overnighting
• Cancellation terms, conditions, and fees
• Other details
• Uninvited guests
• Damage, loss, or theft responsibilities
• Smoking restrictions
• Refunding of deposit conditions
Sending a price quote to a customer for services or products should include the following steps:
• Select a professional template suitable to your business
• Update the template with your company’s information – name, contact information, company description, and standard terms and conditions
• Save the customized quote template for future use
• Enter the quote number for this quote
• Enter customer details – name, contact information
• Include the date the quote will be issued
• Add an itemized list of the products and services included in the quote
• Add pricing for all products and services
• Add discount if any
• Add taxes and total the amounts to provide a final price
• Update terms and conditions if required for this specific customer
• Print as a PDF and save the file
• Prepare a covering letter or email to send to the customer
• Print and attach the letter and quote for sending via regular mail or Send an email with an attached quote in PDF format to the customer.
The quoting process is an important aspect of day to business operations. All quotes should be professional-looking, accurate, and positively represent your business. They are often the only document many customers see, which they use to form an impression of your company.
The objectives of a quote to a customer include:
- Communicate to the client clearly what is included and not included along with the price
- Create a positive impression with the customer
- An opportunity to market your company to customers
- Sets expectations for budgeting purposes and timing with the client regarding the products and services you are providing
- Provides a legal document should there be disagreements later
- Identifies extras to be addressed separately
quotes can be straightforward or very complex depending on the services and products offered to the customer. There are many different types and styles of quote templates that reflect the business your company may conduct. Choose a template that makes sense for your business and customize it in Google Sheets, Google Docs, PDF, Word or Excel.
Using a quote template can save you time each time a new quote is needed and standardize the quotes offered to customers, especially when multiple people prepare quotes.
Quotes can be printed, attached to a transmittal letter, and sent to the customer by courier, or they increasingly are sent by email as attachments. Many are also sent by text in situations where texting a quote is beneficial and acceptable to both parties.