Sales Quotation Template
A quotation form with priced line items, totals, and terms.
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What’s Included in This Resource
Every resource on The Office File provides a complete toolkit rather than an empty, unhelpful document shell:
- Editable Microsoft Word (.docx) template (41 KB)
- Printable PDF version (75 KB)
Sample included: Example: Sales Quotation Template in use. Quoting a price to a customer in writing: itemised lines, totals, validity, delivery timescale, and acceptance.
How to Use This Template
Follow these practical steps to customize and roll out this procedure with your team:
1. Fill in the header
Enter the company, client, quote reference, date, and validity date on every quotation.
2. Price every line
List each item with quantity and unit price; check the line totals before issuing.
3. Reconcile the totals
Confirm subtotal less discount plus tax and delivery equals the quote total.
4. State validity and delivery
Give the date prices hold until and the delivery timescale promised.
About This Template
The best documents follow a proven structure. This template embodies that structure: clear headings, logical flow, and fill-in fields that guide you to include everything important. It is the difference between a document that looks thrown together and one that looks intentional.
Quoting a price to a customer in writing: itemised lines, totals, validity, delivery timescale, and acceptance.
When to Use This Template
- Ensuring nothing important is forgotten in a complex document
- Creating a consistent document you will reuse many times
- Sharing a starting point with colleagues or clients to fill in together
- Standardising how your team produces a recurring piece of paperwork
- Saving time by starting from structure instead of a blank page
Key Sections Explained
Understanding what goes in each part of the document helps you fill it in correctly the first time:
Footer and version
Document control details, version, date, page numbers, keeping multi-page documents organised.
Guidance notes
Brief in-template hints on what goes where, which you delete as you complete each section.
Placeholder fields
Bracketed fields marking every spot that needs customising, the blue [fields] are your to-do list when filling it in.
Structured sections
Pre-built headings and tables in a logical order, so the document flows without you having to design it.
Title block
The document name and any reference number, so the finished file is identifiable at a glance.
Frequently Asked Questions
How do I make it look like our branding?
Swap the accent colours and add your logo to the header. The structure stays the same; the styling becomes yours in a few minutes.
What software do I need?
Microsoft Word, Google Docs, or LibreOffice for the Word file. Any PDF reader opens the print-ready PDF.
Can I customise this template?
Yes, that is the point. Replace every blue [bracketed field] with your own details, add or remove rows to fit, then set the font colour to the same dark colour throughout for the finished document (body #1F2937, headings #1E3A8A, secondary #595959).
Can I share this with my team?
Yes, it is free for team use. Customise one master copy with your company details, then distribute it as your internal standard.