BUSINESS DOCUMENT GUIDE
What belongs in a business quotation template?
A useful quotation gives the customer enough detail to understand the offer and decide what to do next. A good-looking template helps, but clear scope, quantities and terms matter just as much.
Use this checklist before you send a quotation for products, professional services, materials or labour. DHEBE Business Docs lets you put these details into a branded PDF or editable Word document.
Create a quotationThe essential quotation fields
| Field | What the customer needs to see |
|---|---|
| Business identity | Your business name, logo and contact details. Add an address or registration reference where relevant. |
| Customer and reference | The intended customer, quotation number, issue date and validity date. |
| Items and rates | A meaningful description, quantity, unit rate and line total for each product or service. |
| Adjustments and total | Any agreed discount, applicable tax details and the final quoted total. |
| Scope and delivery | What is included, what is excluded, delivery milestones and customer dependencies. |
| Commercial terms | Payment stages, booking requirements, change requests, validity and the next step. |
Make line items specific
A line such as “design work” leaves room for different expectations. Describe the actual deliverable: the number of concepts, files, sessions, units or hours included. For materials, state the relevant grade, size or specification. Keep delivery, installation and optional extras separate when that makes the offer easier to review.
Example: a contractor quotation
Use separate lines for a site visit, specified materials, installation labour and any agreed disposal work. Record measured quantities and explain whether the price assumes clear site access. Put excluded repairs and customer-supplied items in the scope notes.
Choose the format that fits the conversation
Use a quotation when you can state a specific price for a defined scope. If measurements, guest numbers or other details are still uncertain, an estimate may communicate the assumptions more clearly. For a project that needs an approach, deliverables and a timeline, use a proposal. Read the estimate, quotation and proposal comparison before choosing.
Branding and language
Choose a layout that suits your business and keep the text easy to scan. The eight designs include colourful, editorial and restrained styles. You can use English, Hindi or Marathi document labels with optional bilingual English. Enter the actual descriptions and terms in the language your customer understands; changing labels does not translate your content.
Review before downloading
- Check the customer name, reference number and validity date.
- Review every description, quantity, rate, discount and tax field.
- Confirm that the scope and total describe the same offer.
- Read the payment terms, delivery timeline and exclusions together.
- Inspect the PDF or Word file before sharing it with the customer.
Save a revision before changing an offer you have already sent. The saved workspace can retain earlier prices, a manual Draft/Sent/Accepted/Declined status and a follow-up date. Keep a backup: local documents belong to the browser profile where you created them.